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:

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  

  • M365 service accounts are no longer eligible for Google storage.

  • M365 service accounts continue to have access to the UW-Madison Google Workspace service. 

  • A temporary quota was allocated to M365 service accounts created before June 1, 2023 to provide individuals 1 year to take action on the account before the files owned by the M365 service account enter the deactivation lifecycle. 

  • M365 service accounts created after June 1, 2023 will automatically have a 0 GB storage quota.
June 1, 2024

  • Google My Drive files owned by the M365 service account will enter a deactivation lifecycle. This step will not affect the M365 service account's access to other IT services. 

  • My Drive files continue to be accessible to its owner and collaborators.
July 1, 2024

  • The M365 service account access to Google Workspace is temporarily suspended. This step will not affect the M365 service account's access to other IT services. 

  • My Drive files continue to be accessible by collaborators only. 
August 1, 2024

  • The M365 service account access to Google Workspace will be restored and Google My Drive files are deleted.

  • The M365 service account will continue to have access to the UW-Madison Google Workspace service until further notice*. It will not have access to Google storage. 

*This is subject to change in response to campus needs and/or vendor-driven changes. 

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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. 

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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.

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How can I see how much Google storage an M365 service account is using?

Learn how to view the M365 service account My Drive storage usage. These steps do not show how to view shared drive storage usage.

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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 are experiencing a large volume of requests and will respond back as soon as possible. Thank you in advance for your patience and understanding.

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What will happen to M365 service accounts if Google storage usage is not reduced to 0 GB by June 1, 2024?

The table below describes the deactivation lifecycle for M365 service accounts that have not reduced My Drive usage to 0 GB and have received an email notification to take action on the account.

Note: This does not apply to M365 service accounts that have eliminated My Drive usage to 0 GB. 

My Drive User Experience 
Date Communication What is changing?

My Drive File Owner

M365 Service Account

My Drive File Collaborator

UW-Madison and External Accounts
May 28, 2024* First communication will be sent to the affected M365 service account.

  No change.
  • Individuals linked to the M365 service account will receive the first notification**. 
  • The M365 service account can continue to create and access files in My Drive.
  • Collaborators will not receive any communication about the change. 
  • They can continue to access My Drive files created by the M365 service account.
June 1, 2024  None.

  Change:

  • M365 service account My Drive quota is set to 0 GB.
  • My Drive files become read-only and are still accessible.

  Change: 

  • Read-only access to My Drive files created by the M365 service account. 
  • Cannot upload new files.
  • A full storage warning will appear upon login to Google Drive. This warning is only applicable to My Drive, not shared drive. 

  Change: 

  • Read-only access to My Drive files created by the M365 service account. 
  • Cannot upload new files to the folder owned by the M365 service account.
  • A full storage warning may appear on a file owned by the M365 service account.
  • No impact to their account storage quota.
June 17, 2024*

Second communication will be sent to the M365 service account.

  No change.

   No change.   No change. 
July 1, 2024   None. 

  Change: 

  • M365 service account My Drive quota is set to 0 GB.
  • M365 service account access to Google Workspace is temporarily suspended.

  Change:

  • Temporarily lose access to:
    • Google Workspace via the M365 service account. 
    • My Drive files***. 

   No change. 
July 15, 2024*

Final communication will be sent to the M365 service account.

  No change. 

   No change.   No change. 
August 1, 2024   None.

  Change: 

  • M365 service account My Drive quota is set to 0 GB.
  • M365 service account access to Google Workspace is restored. 
  • My Drive 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. ***

* Targeted send 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.  File recovery is not guaranteed. 

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Are there exceptions?

No, not at this time. If you have questions, please contact google-workspace-project-feedback@g-groups.wisc.edu .

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Keywordsuw madison google workspace gsuite my drive service account lifecycle storage project deadline files delete read-only prepare my drive domain administrator file recovery deactivation   Doc ID136896
OwnerChristina G.GroupUW Google Apps
Created2024-04-19 18:35:25Updated2024-05-15 22:52:43
SitesDoIT Help Desk, Google Apps
Feedback  3   0