Google Apps Migration Process

Transcription

1 Google Apps Migration Process HyperOffice 204 Suggested Timetable Responsible Deploy HyperOffice mail platform Day HyperOffice Provision users Day /HyperOffice st communication * to users w/ HyperOffice migration tool ** Day 2 nd Communication to users w/ HyperOffice migration tool N th Communication to users w/ HyperOffice migration tool Final Communication reminding of switch Switchover : Switch MX Records Users self-migrate with the migration tool Day 5 Day Day Day Post-switchover Communications Day * ** While s are the popular communication mode, some s might prefer website announcements, messages on bills etc. HyperOffice s special migration tool allows users to easily bring their Google information into the HyperOffice platform

2 Step Deployment of HyperOffice ( Branded) Mail Platform HyperOffice launches a dedicated instance of its platform with the option for branding, including in-product branding, branded login screen, etc. 5 Step 2 and HyperOffice teams provision users admin compiles master list of users. works together with HyperOffice team to provision users on the new platform.

3 Step 4 Communications A key part of the process is announcing the upcoming switch of platforms to users. The key pieces of information that need to be communicated are as follows: Switchover date New platform features and login credentials Migration tool information and credentials While mass s to the entire user base are the most common, some s might use a variety of other communication mediums: Mass s to user base Announcement on website Dedicated transition portal Communication through bills Sample 5 Dear {{Subscriber}} Since Google Apps for, the platform we were leveraging to power your , has entered its end-oflife phase, we will be switching you to a new platform effective {{Date X}}. We have partnered with HyperOffice, a leader in cloud solutions, to bring you the new platform. While you will continue to use the current platform for till effective {{Date X}}, we encourage you to take a look at the new platform. It brings you all the features you have been using so far, and will allow you to continue using your account. Please watch the following video for an overview of the new platform. We are also providing you with a special migration tool, which allows you to easily move your , calendars and contacts to the new platform. The migration tool is a one-and-done, meaning once you initiate the migration, it will automatically continue to move your information till the switchover date without you having to bother about it further. Details for accessing the migration tool are as follows: Migration Tool URL ID {{ }} Password {{Password}} If you have further questions, you may contact us at {{Phone}} Thanks, System Administrator {{}}

4 The HyperOffice Migration Tool The HyperOffice Migration Tool puts the users in total control, and allows them to bring over their data to the new system while protecting their privacy. Importantly, once a user initiates migration, the tool takes over and automatically migrates historical information, and also keeps migrating information created after the migration tool is initiated. This process continues till the final switch. Effectively, what this means is every user needs to initiate the migration just once, and never again. What is Migrated? Large Mailboxes Attachments Folders Contacts Calendars What is the user s experience? The user logs in using their HyperOffice credentials provided by the admin 5

5 The user selects the sections they want to migrate and initiate the migration 5 The user monitors the migration, & can also go directly to the new platform to explore it

6 The user goes to the new platform using their HyperOffice credentials Users see this before the switchover date Welcome to Our New Platform! The new platform gives you access to the same features you are used to. You can start sending and receiving here effective {{date x}}. In the meantime, we encourage you to play around and familiarize yourself with the interface. Please watch this video for a quick overview of the platform. If you have not migrated your data yet, we highly recommend you initiate your migration through this tool. Start Exploring 5 Users see this on and after the switchover date Welcome to Our New Platform! Starting today, this is the platform you will use to manage your , contacts and calendars. Please watch this video for a quick overview of the platform. If you have not migrated your data yet, we highly recommend you initiate your migration through this tool. Start Now!

7 Step 5 The Switchover : MX Records Switched On the date chosen by the service provider (which may be the same date as the end-of-life date for Google Apps for s, or any date before that) the will switch the MX records. All users will thereafter be able to send and receive their s in the HyperOffice platform, as also manage their contacts and calendars. 5 Step 6 Post switchover Even after the switchover has happened, there may still be some users who have not had a chance to migrate their data over from the Google platform. Until before Google s end-of-life, these users still have the option to leverage the migration tool, and bring their data over to the new platform. Keeping this in mind, the Admin might still be interested in reaching out to non responsive users, or users who might have not had an opportunity to run the migration tool for some other reason.

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