Definition

The "Transfer User's Data" action enables administrators to list and manage data transfers for a specific user within Google Directory. This action helps track the data being transferred from one user to another and the status of such transfers. It allows selecting the data types to be transferred (e.g., Google Drive, Calendar, Data Studio) and ensures that the necessary resources, including non-shared files or calendar events, are included in the transfer. This action provides valuable information on the transfer progress, including overall status, transfer IDs, request times, and application-specific transfer parameters.

Key Capabilities:

• List data transfers for users based on source, destination, or status.
• Specify the data types to transfer, such as Drive, Docs, Calendar, and Data Studio.
• Provide detailed transfer status, including request time and application-specific parameters.
• Monitor the progress and parameters of data transfer, ensuring all relevant assets are successfully migrated.

Example Use Cases

1. User Data Migration

   When a user leaves an organization, this action can be used to transfer their Google Drive files, calendar events, and other resources to their replacement or a new user.

2. Account Consolidation

   In case of account consolidation (e.g., merging multiple users into one), this action can list and manage the transfer of relevant data (such as Drive files and calendar events) from one user account to another.

3. Data Recovery and Backup

   Administrators can use this action to transfer data from a deleted or deactivated user account to an active account as part of a data recovery or backup strategy.

4. Shared Data Management

   This action can be used to ensure that shared resources, such as calendar events or Drive files, are correctly transferred to another user, particularly in cases where the files or calendar events are not publicly shared.

5. Temporary Role Changes

   In the case of temporary transfers (e.g., during a vacation or a role change), administrators can use this action to temporarily transfer ownership of files, calendar events, and other resources to another user for the duration of the transfer.

6. Data Cleanup and Transfer

   If a user is being moved from one organizational unit to another, administrators can ensure that all relevant data (including private and non-shared assets) is successfully transferred to the new user, maintaining data integrity and continuity.

**Inputs **

1. Connection

   Specifies the connection to the Google Directory API or service, allowing access to the directory and user data. This field ensures the action can retrieve and modify the required data.

2. Transfer Data From User

   This field is used to specify the source user whose data is being transferred. The value provided should be the ID or email address of the user whose data you want to transfer. This action will gather all the data associated with this user and prepare it for transfer.

3. Insert the User You Want to Transfer

   Specifies the destination user who will receive the data. This field accepts the ID or email of the recipient user. This action will transfer data from the source user (entered in the previous field) to the specified destination user.

4. Select Data to Transfer

   This section allows you to select which types of data you want to transfer. You can choose one or multiple data types, each with its own specific checkbox:

   • Drive and Docs

     • Description: When checked, this option includes all files stored in Google Drive and Docs that are owned by the source user. It will also include any files that the user has created or modified, regardless of whether they have shared them.
     • Include files that are not shared with anyone: When checked, it includes all files, including those that are private and not shared with anyone. This ensures complete data transfer, even for files not shared publicly or with other users.

   • Calendar

     When checked, this option includes all calendar events and resources that the source user has scheduled, including event resources (rooms, resources) and calendar events.

     • Also release all calendar resources booked in events organized by the user: When checked, it ensures that any resources booked in the user's calendar events (e.g., conference rooms, equipment) will also be transferred, making sure no event data is missed.

   • Data Studio

     When checked, this option includes all Google Data Studio assets (reports, dashboards, etc.) associated with the source user.

     • Include assets that are not shared with anyone: When checked, it ensures that all Data Studio assets, including those that have not been shared publicly or with other users, are transferred.

5. Max Results

   This optional field specifies the maximum number of results to return for the data transfer action. This can be used to limit the number of records returned, especially useful when dealing with a large amount of data. By setting a limit, administrators can control the scope of the transfer.

6. Next Page Token

   This token is used for pagination purposes, especially if the data being transferred spans multiple pages. If the initial query produces more results than the maximum number of results, this token can be used to fetch the next set of results.

**Outputs **

1. Data Transfer ID

   A unique identifier assigned to each data transfer request. This ID helps track and reference the specific data transfer action. It's useful for auditing or monitoring the progress of the transfer.

2. Transfer Data From User

   This field will return the ID or email address of the user from whom the data is being transferred. It allows you to verify the source user for the data being moved.

3. Insert the User You Want to Transfer

   This field returns the ID or email address of the destination user to whom the data is being transferred. It ensures that the correct user has been selected to receive the data from the source user.

4. Overall Transfer Status Code

   This field provides the status of the entire data transfer process. The status code can indicate whether the transfer was successful, failed, or is still in progress. This is crucial for administrators to monitor the progress and success of the transfer.

5. Kind

   Identifies the type of resource for the data transfer. In this case, it will typically indicate that this is a "DataTransfer" request. This is useful for confirming that the output is specifically related to the data transfer process.

6. Request Time

   The time at which the data transfer request was initiated. This timestamp can help administrators keep track of when the transfer was requested and ensure that the transfer is completed within an expected time frame.

7. Application Data Transfer

   Contains detailed information about the transfer for each individual application involved in the data transfer process. This helps break down the specifics of the transfer by application, such as:

   • Application ID: The unique identifier for the application whose data is being transferred.
   • Application Transfer Status: The status of the data transfer for the particular application (e.g., successful, in progress, failed).
   • Application Transfer Parameters: Parameters that define what specific data will be transferred for this application. These include any filters or options applied to the transfer (e.g., including non-shared files for Drive and Docs or transferring calendar resources).

This output helps track the status of each part of the data transfer, whether for Drive, Calendar, or Data Studio, and ensures transparency in the process.

Example of Using

Scenario:
A company recently had an employee leave, and the IT administrator needs to transfer the employee's data (Google Drive files, Calendar events, and Data Studio assets) to their replacement. The goal is to ensure that the new employee has all the necessary data without manually transferring individual files or calendar events.

Steps to Use the Action:

1. Input Fields:

   • Connection: Connect to the Google Directory with the appropriate credentials.
   • Transfer Data From User: Select the leaving employee (e.g., "[email protected]") as the source of the data.
   • Insert the User You Want to Transfer: Choose the new employee (e.g., "[email protected]") as the recipient for the data transfer.
   • Select Data to Transfer:
     • Drive and Docs: Check this option to transfer the files, including any that are not shared.
     • Calendar: Check this to transfer all events and any calendar resources that were booked by the departing employee.
     • Data Studio: Check this to include any non-shared assets, ensuring the new employee has access to any reports or dashboards.

2. Execution: The action runs and begins transferring the relevant data from the departing employee to the new one, including all files, calendar events, and Data Studio assets.

3. Outcome: The new employee now has access to all the necessary data and resources, without manually going through the process of transferring files one by one. The administrator can track the progress and status of the transfer using the returned status and application data transfer details.

This use case streamlines the process of transferring important data, saving time and reducing the risk of missing crucial resources.