Move folder to Shared Drives as Admin

As an administrator, you have the ability to efficiently manage and migrate folders to Shared Drives within your organization. This guide will walk you through the process of moving folders to Shared Drives, ensuring a smooth transition and continued collaboration among your team members.

Use case:

Moving folders to Shared Drives centralizes your organization's files and makes them accessible to all relevant team members. Migration by Folgo admins tasks ensures a simple, controlled migration.

Prerequisites

Before you begin, ensure you have the following:

Admin tasks: Admin tasks must be set up on Folgo.
Administrative Access: You must have admin privileges on Folgo.

Steps to Move a Folder to a Shared Drive

1. Identify the Folder to Move

Locate the folder you want to migrate. Note down its Folder ID or URL

2. Determine the Account Owner

Identify the account that owns the folder. This step is crucial, as ownership affects the amount of files that can be migrated.

For example, to migrate an entire folder, make sure the owner account has access to the entire folder tree. To do this, you can audit the folder with Folgo as the designated user. See documentation.

Depending on the settings of your Google Workspace domain, some files may not be migrated by the designated user, and the owner of the file will receive an email requesting authorization to migrate the files.

3. Choose the Destination

Decide whether to:

Move to an Existing Shared Drive: If a suitable Shared Drive already exists.
Create a New Shared Drive: If you need a new Shared Drive for the folder's content.

4. Use Folgo to Initiate the Move

Access Folgo and follow these steps:

Open Google Drive then open Folgo
Go to Admin tasks > Move to Shared Drive
Enter Folder Details: Input the Folder ID and select the account owner from the list.
Select Destination: Choose the existing Shared Drive or opt to create a new one.

If some files cannot be moved : Depending on the settings on your Google Workspace domain, some files may not be moved. If the folder contains files that cannot be moved by the designated account, Folgo will automatically request permission to move from the original owners.

Tips for a Smooth Migration

Perform a folder audit: We recommend that you first carry out an audit of your file to ensure that it can be moved safely. See more here.
Communicate with Team Members: Inform all affected users about the migration to prevent confusion.
Check Permissions Post-Migration: Ensure that all team members have appropriate access to the new Shared Drive.