Prerequisites
Before you start, make sure you have:
Benefits of transferring user data to Google Drive
Save costs: pay for just one Google Workspace account to store the data from all users.
Provides easy access to your data, including files, emails, and calendar appointments.
1. Click on Data transfer templates
2. Click on ADD TEMPLATE
3. Name your template
4. Select which data you'd like to transfer
5. Type and select the account where you'd like to archive the data
6. Click on NEXT
7. Set the fault tolerance for Gmail transfers.
Gmail has significantly enhanced its security measures in recent years by introducing advanced spam, phishing, and malware filters. As a result, some older emails may fail to pass these more stringent checks. Emails containing corrupted images, files in outdated formats, or other suspicious elements may be flagged, preventing them from being transferred.
With the "fault tolerance" setting, you can define the percentage of a user's emails that are allowed to fail in transfer.
Recommended tolerance: 5%. If more than 5% of a user's emails fail to transfer, Florbs will not delete that user.
8. Click on NEXT
9. Click on Data transfers
10. Click on Add transfer
11. Enter email addresses of the users whose data you wish to transfer.
Alternatively, you can upload a list of users in bulk using the template on the right.
12. Click on NEXT
13. Select the Data transfer template you created.
14. Click on NEXT
15. Select additional settings
Check if user is suspended: Florbs will first check if the user is suspended before deleting them.
Delete after complete: Florbs will delete the user after the transfer is successfully completed.
16. Click on Add transfer(s)
What will your archived data look like?
Google Drive data
All files from Google Drive will be moved to the archive account's My Drive. A separate folder will be created per user, it'll look as below:
Gmail data
All emails will be moved to the archive account's Gmail, with a separate label applied per user. You can easily find all emails transferred from a certain user account:
Google Calendar data
All Calendar data will be transferred to the archive account's calendar and also separated per user:
Tip: you can also use Google Admin Console to quickly locate any email within your account, like in the screenshot below.
