UW-Madison Google Workspace - Service Account My Drive Lifecycle
Effective June 1, 2023, Microsoft 365 (M365) service accounts are no longer eligible for Google storage in response to the Reshaping the UW–Madison Google Workspace Service project and vendor, Google, driven changes to their service offerings.
Topics:
- Important dates
- What is changing?
- How do I know if I am using an M365 service account to log in to the UW-Madison Google Workspace service?
- How can I see how much Google storage an M365 service account is using?
- I am an IT administrator, how I can see what M365 service accounts are using Google storage for my domain?
- What will happen to M365 service accounts if Google storage usage is not reduced to 0 GB by June 1, 2024?
- Are there exceptions?
Note: The content on this page is subject to change in response to campus needs and/or vendor-driven changes.
Important dates for M365 service accounts using the UW-Madison Google Workspace service
| Date | Change |
| June 1, 2023 |
|
| June 1, 2024 |
|
| July 1, 2024 |
|
| August 1, 2024 |
|
*This is subject to change in response to campus needs and/or vendor-driven changes.
What is changing?
M365 service accounts are no longer eligible for Google storage to ensure UW-Madison is complying with Google’s Acceptable Use Policy (AUP).
While M365 service accounts are no longer eligible for Google storage, they will continue to have access to the UW-Madison Google Workspace service until further notice.
How do I know if I am using an M365 service account to log in to the UW-Madison Google Workspace service?
There are a couple of ways to learn if you are linked to an M365 service account that is accessing the Google Workspace service:
- When you log in to the UW-Madison Google Workspace service using your NetID credentials, you will be presented with multiple accounts to select from.
- Your IT department may have emailed you with information about the M365 service account and request that you take action on the account.
This list is not exhaustive but consists of the most common ways to learn about an M365 service account using Google Workspace. Please contact your IT department or the DoIT Help Desk if you have any questions.
How can I see how much Google storage an M365 service account is using?
Learn how to view the M365 service account My Drive, not shared drive, storage usage.
I am an IT administrator, how I can see what M365 service accounts are using Google storage for my domain?
Please email your request to google-workspace-project-feedback@g-groups.wisc.edu . Please note, we're experiencing a large volume of requests and will respond back as soon as possible. Thank you in advance for your patience and understanding.
What will happen to M365 service accounts if Google storage usage is not reduced to 0 GB by June 1, 2024?
Deactivation lifecycle for Google files owned by an M365 service account.
| User experience | ||||
| Date | Communication | What is changing? | File owner | Collaborator |
| May 28, 2024* | First communication will be sent to the affected to the M365 service account. |
No change. |
Individuals linked to the M365 service account will receive the first notification**. Continue access to My Drive files created by the M365 service account. |
Collaborators will not receive the first notification. Continue access to My Drive files created by the M365 service account. |
| June 1, 2024 | None. |
Change: - Quota is set to 0 GB. - My Drive files become read-only. |
Change: Continues access to My Drive files created by the M365 service account. A full storage warning will appear upon login to Google Drive. Cannot upload new files. |
Change: Continues access to My Drive files created by the M365 service account. A full storage warning will appear upon login to Google Drive. Cannot upload new files. |
| June 17, 2024* |
Reminder Second communication will be sent to the M365 service account. |
(Continues) - Quota is set to 0 GB. - My Drive files become read-only. |
No change. | No change. |
| July 1, 2024 | None. |
Change: - Quota is 0 GB. - M365 service account is temporarily suspended. |
Change: Temporarily lose access to: - Google Workspace via the M365 service account. - My Drive files***. |
No change. |
| July 15, 2024* |
Final reminder Third communication will be sent to the M365 service account. |
(Continues) Quota is 0 GB. M365 service account is temporarily suspended. |
(Continues) Temporarily lose access to: - Google Workspace via the M365 service account. - My Drive files***. |
No change. |
| August 1, 2024 | None. |
Change: - Quota is 0 GB. - M365 service account access to Google Workspace is restored. - Files are deleted. |
Change: - Regain access to Google Workspace via the M365 service account. - Files are no longer accessible. *** |
Change: Files are no longer accessible. *** |
* The date listed is a targeted date.
** Note to IT departments: Individuals linked to the M365 service account may contact their IT department or the DoIT Help Desk for assistance in response to the communication they received.
*** Contact the DoIT Help Desk for assistance with file recovery. If needed, the account may be restored temporarily for up to two-weeks to move or delete My Drive files. File recovery is not guaranteed.
Are there exceptions?
No, not at this time. If you have questions, please contact google-workspace-project-feedback@g-groups.wisc.edu .