Drive migration

Data Studio for G Suite users has migrated off of Google Drive.

Data Studio has moved off of Google Drive. This article explains what G Suite administrators need to know about this migration.

Background

From its initial release, Data Studio used Google Drive to store and share the metadata associated with reports, data sources, and explorations. (This metadata governs things like sharing and access permissions. Metadata is not the data displayed in your reports.)

In order to facilitate product improvements like better search, a simplified process for connecting to data, and improved admin and file management capabilities, Data Studio asset metadata has been migrated off of Drive and instead is accessible directly in Data Studio. 

This change doesn't impact or limit use of the product. Users can continue to share and collaborate in Data Studio as always. As a G Suite administrator, you can control how your users share Data Studio assets in a new location in the G Suite Admin Console.

Migration timeline

Before July 6, 2020:

  • Only Drive sharing permissions are enforced.
  • You can view and change your Data Studio sharing permissions using the Data Studio settings page.
  • You can set Drive and Data Studio sharing permissions independently, and they will not be kept in sync.  

After July 6, 2020:

  • Migration begins.
  • Either Drive or Data Studio sharing permissions are enforced as metadata migration occurs. 

After the migration is complete: 

  • Only Data Studio sharing permissions are enforced.
  • Your users won't be able to access Data Studio files through Drive. Instead, they can access their files by going directly to Data Studio.
  • You will receive an email letting you know migration is complete.

What’s changing and what you need to do

You may not need to take any action due to the migration. However, we recommend you familiarize yourself with the  coming changes:

  • Learn about managing Data Studio sharing permissions
  • Review Data Studio sharing permission settings in the Admin Console.
  • If you didn’t change the Drive sharing permissions in the Admin Console after May 26, or want to have different permissions for Data Studio and Drive, no action is required on your part.
  • If you updated Drive sharing permissions in the Admin Console after May 26, 2020, and want Drive and Data Studio permissions to be the same, you must also update Data Studio sharing permissions. 

Data Studio assets won't be accessible through Drive

After migration, Data Studio assets such as reports and data sources will no longer be accessible through Google Drive. 

Administer Data Studio sharing via G Suite Admin Console

Beginning July 6, 2020, sharing settings will move from Drive to Data Studio. Going forward, you’ll control Data Studio sharing permissions using the Data Studio settings in the G Suite admin console instead of the Drive settings page.

What does this mean for my organization?

As of May 26, 2020, your Drive sharing permissions have been copied to the new Data Studio sharing settings. Any changes made to Drive sharing permissions in the Admin Console after May 26, 2020, may not be copied. This means that your Drive and Data Studio sharing permissions may not be in sync. 

New location for Data Studio audit logs

Audit logs for Data Studio now appear in the Reports section of the Admin console. Some sharing events may not appear in the Data Studio audit log until migration is complete.

New sharing dialog

Users can still share new and migrated assets in the same ways as in Drive, but once the migration is complete, they'll notice some differences in how they manage sharing settings for individual assets. Here's the new Share with others dialog:

Sharing dialog, add people tab, with numbered callouts.

  1. The Add people tab lets you enter individual email addresses or Google Group names to share the report with.
  2. The default permission is Can View. To allow other people to edit your report, change this to Can Edit.
  3. Click Send to share the report and notify your viewers or editors. To share without sending a notification, uncheck Notify people.
  4. The Manage access tab lets you configure advanced sharing settings.
    Sharing dialog, manage access tab, with numbered callouts.
  5. Use the link sharing options to share your report more widely than using individual addresses or groups.
  6. You can specify different access options for individual people or groups.
  7. Use these options to prevent other editors from changing access, adding people, or prevent viewers from downloading, printing, or copying your file.

Learn more about how to share reports and data sources.

FAQ

Question Answer
Does this migration affect the physical storage location of Data Studio assets like reports and data sources? No, the physical storage location of reports, data source configuration, and user uploaded data is not changing. Data Studio uses Drive to manage metadata like user permissions and asset names, but does not store data on Drive.
How will Drive sharing permissions be copied? Each user will have the same sharing permissions applied for Data Studio as they had applied for Drive, and organizational units and groups will have the same permission settings. Only relevant Drive sharing permissions will be copied (for example, Data Studio does not support Shared Drive, so Shared Drive settings will not be copied). Learn more about users’ sharing permissions.
How will Data Studio assets on shared drives be affected? Data Studio does not support shared drives, so there is no change.
Does this affect permissions for individual reports or data sources? No, permissions for individual reports and data sources will not change as a result of this migration. 
How will Data Studio sharing permissions be set for Cloud Identity users or other users without Drive? Users without Drive will have sharing permissions based on the organizational units and groups they are associated with. Organization units and groups will have the same sharing permissions applied for Data Studio as they had applied for Drive.
Is there any change in sharing permission granularity between Drive and Data Studio?

No, all relevant Drive sharing permissions will be available at the same level of granularity for Data Studio. The names of sharing options have slightly changed.

 

Drive sharing permission setting

Data Studio sharing permission setting

ON + “Allow users to publish files on the web or make them visible to the world as public or unlisted files” is checked

PUBLIC SHARING ON

ON + “Allow users to publish files on the web or make them visible to the world as public or unlisted files” is unchecked 

EXTERNAL SHARING ON

WHITELISTED DOMAINS

WHITELISTED DOMAINS ON

WHITELISTED DOMAINS + “Allow users to receive files from users outside your organization” is unchecked

WHITELISTED DOMAINS ON + “Allow users in your organization to access assets created outside of whitelisted domains" is unchecked

OFF

OFF

OFF + “Allow users to receive files from users outside your organization” is unchecked

OFF + “Allow users to access assets created outside your organization” is unchecked

 

Users cannot send Data Studio sharing invitations to users without a Google account at this time.

Is there a way to opt out of this migration? No, this is a required migration.

 

 

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