Accounts preparation

Before starting migrations with VaultMe for Admins, the administrator should prepare both the source and destination accounts. Proper preparation helps avoid unexpected delays, throttling issues, and incomplete results.

To prepare accounts for migration, the administrator should:

1. Ensure all accounts are active. Verify that all IMAP source accounts are active and accessible in a web interface (in a browser), and that all corresponding Google Workspace destination user accounts have been created and have appropriate licenses, if applicable.

For more information on what accounts can participate in a migration, see Migration setup prerequisites.

2. If migrating email, ensure that it is synced with the cloud in the source. VaultMe for Admins can only access email content that is synced with the mail server (i.e., is accessible in the cloud in the webmail interface).

Email clients may be configured to download sent and received emails to a hard drive and immediately remove them from the server. In cases like this, email is only stored locally and is inaccessible to VaultMe for Admins. Administrators should make sure that content is visible in the webmail interface before setting up a migration. To do so, sign in to each source user account in a browser.

3. Disconnect third-party apps. Remove or disable all non-essential third-party applications connected to the source or destination accounts. Examples of such applications include desktop clients, mailbox management software, and others. These tools may compete for API resources or interfere with VaultMe for Admins’ ability to access and migrate content efficiently.

You or the users will be able to reconnect the applications once you've verified the migration results and are ready for the cutoff.

4. Disable automated rules and filters in destination accounts. If destination accounts are already in use, instruct users to turn off all mailbox rules, filters, or automation that could move, duplicate, label, or delete migrated content in the destination Google Workspace.

5. Check storage availability.

Confirm that destination accounts have sufficient mailbox and file storage to accommodate all migrated content.

To do so, as an administrator, check each user's account size in the source and compare it with the destination accounts' configurations in Admin Console. For instructions on setting storage limits, see Set storage limits for your users.

VaultMe for Admins will run automated checks and will highlight accounts with insufficient storage space. However, if you have to purchase additional storage for your organization, Google Workspace will need up to 72 hours to propagate changes after you've made your purchase, so it's best to plan in advance.

For more information about adding more storage to your plan, see Buy more Google Workspace storage for your organization.

6. Maintain consistent credentials. Avoid changing user passwords or revoking access tokens after you've set up a migration. While you will be able to reconnect the accounts mid-migration, changes to credentials will interrupt the migration process and extend the migration time.

If users already have access to their destination accounts, instruct them not to make any changes to the accounts' settings, including setting up MFA, while the migration is running.

VaultMe for Admins uses encrypted connections, so changing the credentials after the migration for privacy reasons is optional.