Introduction

In this article, you will learn how to efficiently transfer data in bulk between users in Google Workspace using xFanatical Foresight. As organizations expand, transferring large amounts of data like documents, and drive files between user accounts becomes more common. Doing this manually can be slow, tedious, and lead to mistakes. 

Let’s take an example: A company is merging two departments, and all the files from employees in the old department need to be transferred to their new user accounts. Performing this task manually for each employee would be inefficient and tedious. With the bulk data transfer feature in xFanatical Foresight, IT admins can easily transfer data between multiple users in bulk, saving time and ensuring a smooth transition with minimal disruption to business operations.

Illustration of how xFanatical Foresight automates bulk transfer of data between users in Google Workspace.Illustration of how xFanatical Foresight automates bulk transfer of data between users in Google Workspace.

Introducing xFanatical Foresight Automation

xFanatical Foresight is a powerful automation tool designed specifically for Google Workspace. It enables administrators to efficiently transfer large volumes of data, calendar events, documents, and drive files, between user accounts with minimal effort. With its powerful features and intuitive interface, xFanatical Foresight simplifies the process of bulk data transfer in Google Workspace. You can seamlessly move data between accounts, enhancing workflow efficiency, ensuring accurate transfers, and reducing the risk of errors, all while saving valuable time through automation.

Automation Setup Instructions

In this section, we guide you through the automation setup in xFanatical Foresight. We have 2 ways to set up automation rules, Set up automation from a template and Set up automation from scratch. After completing the automation rule, verify whether the automation meets your requirements.

Set Up Automation From a Template

Set Up Automation From a Template

Supported plans: xFanatical Foresight Elite plan.

  1. Sign into xFanatical Foresight with your Google Admin account. 
  2. Go to the Templates page.
  3. Search for Bulk data transfer between users in Google Workspace and click on it.
    In the Templates search for Bulk data transfer between users in Google Workspace template in xFanatical Foresight.
  4. In the Templates > Bulk data transfer between users in Google Workspace page, click Copy rule.
    In the Templates Bulk data transfer between users in Google Workspace page, click the 'Copy rule' button to duplicate the automation rule 1 in xFanatical Foresight.
  5. For the first time use of the template rule, an dialog Action needed will display requesting necessary permissions required to copy the rule. Click Connect with Google and authorize the permissions.
  6. Upon authorization, a dialog titled Copy of Bulk data transfer between users in Google Workspace will display.
  7. Click Next. The rule is auto-configured. No configurations required. 
  8. Click Review.
  9. In the Review screen,
    In the Review page, provide rule name and create bulk data transfer between users rule.
    1. In Rule name, customize the automation rule name.
    2. Click Create.
  10. The rule is created in the Rules page. 
    In the Review page, provide rule name and create bulk data transfer between users rule.
    xFanatical Foresight rule graph for bulk transferring data between users in Google Workspace.
Set Up Automation From Scratch

Set Up Automation From Scratch

Supported plans: xFanatical Foresight Elite and Professional (Legacy).

  1. Create a Google Sheet with two columns: From User Email and To User Email. Once completed, click File > Download > Comma Separated Values (.csv) to download the Google Sheet as a CSV file.
    Create CSV file for data transfer between users.
  2. Sign into xFanatical Foresight with your Google Admin account. 
  3. Go to the Rules page. 
  4. Click the New Rule new rule button button.
  5. In the Select a trigger screen, select the Data uploaded trigger.
    Selecting Data uploaded trigger on Select a trigger screen
  6. Click the Choose a CSV file created in Step 1.
  7. Click the Next button.
  8. In the Select an action screen, select Create data transfer request action.
    Select the create data transfer request for bulk data transfer between users rule.
  9. In the Edit actions > Create data transfer request screen,
    Customize create data transfer request action for bulk data transfer between users rule.
    1. In the From user field, select the From user email variable from the Data uploaded trigger.
    2. In the To user field, select the To user email variable from the Data uploaded trigger.
    3. In the Select data to transfer field, review and check the specific types of data you wish to transfer, ensuring you select all relevant categories like calendars, documents, and drive files. 
    4. Click Review.
  10. In the Review screen,
    In the Review page, provide rule name and create bulk data transfer between users rule.
    1. In Rule name, give your rule a name for easy identification.
    2. Click Create.
  11.  The automation rule is created.
    xFanatical Foresight rule graph for bulk transferring data between users in Google Workspace.
    xFanatical Foresight rule graph for bulk transferring data between users in Google Workspace.
Verify Automation

Verify Automation

To ensure that your rule setup automates as expected, it’s essential to conduct a simple test. The following instructions demonstrate how xFanatical Foresight automates the bulk transferring data between users in Google workspace.

  1. Go to xFanatical Foresight.
  2. Go to the Templates page.
  3. Search Bulk data transfer between users in Google Workspace and click on it.
  4. Click on the Download sample CSV file button, or if you set up automation from scratch, then use the CSV file which you have created.
    Download sample CSV file for create bulk data transfer between users template.
  5. In the downloaded CSV file, remove the sample data from the From User Email and To User Email columns. Then, input the actual From user email address (the account from which data will be transferred) and the To user email address (the account to which the data will be transferred).
  6. Go to the Rules page.
  7. Click on the upload-button. of Bulk data transfer between users in Google Workspace rule.
    Upload CSV file to trigger the create bulk data transfer between users rule.
  8. Select the CSV file to upload, which is set up in Step 5.
  9. Wait for the CSV file to be processed and receive a notification in the top right of xFanatical Foresight. In the notification message, click View log.
    A notification will be triggered and sent upon the execution of the rule, informing users of the action taken.
  10. In the Logs > Log details page, the Rule history section explains the automation history and task xFanatical Foresight has automated on behalf of your Google account.
    A detailed log screen for create bulk data transfer between users rule.
  11. Sign into your Google Admin Console and verify that the data transfer between users has been initiated by the automation.
    Verification for the create bulk data transfer between users rule execution.
  12. Sign into the To user’s Google account and verify the Google Calendar and Google Drive data has been successfully transferred. In Google Drive, ensure transferred folders and documents are accessible and organized.
    Verification for Google drive folders and documents are transferred.
  13. In Google Calendar, verify that transferred calendars and events appear under My Calendars section.
    Verification for Google Calendar events are transferred.

Notes

  • Once the automation rule is configured, xFanatical Foresight seamlessly takes over, transferring data across user accounts in bulk, triggered after the admin uploads the CSV file.
  • Make sure the upload file to rule headers should be the same as sample CSV file downloaded from Bulk data transfer between users in Google Workspace template.
  • Email migration is not included in the data transfer action. For email migration, please refer to Google's data migration service, which is specifically designed to handle the transfer of email data across accounts or platforms.
  • The data transfer process may take anywhere from minutes to hours, depending on the amount of data being transferred and the number of users being processed.
  • At each time a rule is executed, you will receive a notification in the app telling you how it has happened to your rules and whether rules ran successfully or not.

Conclusion

In conclusion, xFanatical Foresight simplifies the bulk data transfer process between user accounts in Google Workspace. By automating the transfer of emails, documents, and other data, administrators can save significant time, reduce errors, and ensure seamless transitions when managing users. xFanatical Foresight automation enhances productivity and ensures that critical data is accurately and securely moved between accounts, streamlining account management in a growing organization.

Try a 14-day free trial with xFanatical Foresight and manage your tasks.

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