How to migrate from Google Workspace to Nextcloud and OX App Suite
The migration is a split move: Drive and Google Docs, Sheets and Slides files go to Nextcloud with Collabora Online, and Gmail and Google Calendar go to OX App Suite. Most of the effort is not the transfer itself. It is converting native Google files, rebuilding sharing and permissions, and connecting both platforms to the directory so users sign in with their existing accounts. If your renewal, data residency requirement or lock-in concern is driving the move, decide early which data classes must leave Google first, because that decision sets the order of every later step. An internal platform or IT team usually owns the program, with an implementation partner handling architecture, hardening, migration tooling and cutover support. The internal team keeps ownership of identity, mail routing, DNS and user communication, and it has to make the decisions about what to archive and what to drop. Effort and risk depend mainly on how many users and shared drives you have, how much of the Drive estate is native Google formats, and how many external sharing links must keep working. Ask any partner for the scope, deliverables and timeline in writing before work starts, and ask them to show the export and conversion tests they will run on a sample of your own data.
Start with the export path. Google's admin Data Export tool, described in Google's Admin Help, delivers zip files to a Cloud Storage bucket, requires an admin account of at least 30 days, and retains the default bucket for 60 days, so plan the export window and download the archives well before that deadline. Per-user Google Takeout is useful for individual exceptions, but your Workspace administrator controls whether users can use it. Native Docs, Sheets and Slides files do not transfer as Office or ODF files, so you need a conversion step to .docx, .xlsx or .pptx before they open in Collabora Online. Test that step on real documents, including comments, tracked changes and embedded images, and record which files lose fidelity.
On the mail side, confirm how each mailbox will be imported into OX App Suite and whether calendars and contacts arrive in the formats your import method supports, and check mailbox sizes and attachment volumes before scheduling cutover. Map Google groups, shared drives and link-sharing settings to Nextcloud groups and folder permissions, and decide which public links are re-issued and which are retired. Finally, confirm how user identity will work across both platforms, since the Nextcloud LDAP app and OpenID Connect or SAML backends are the usual options. Treat these as checks to run in your own environment, not assumptions about your tenant.
Which Google Workspace capabilities map cleanly and which need rework
This table maps each Google Workspace capability in scope for this move to its likely open-source counterpart and marks it as clean, needs rework or gap. Read the status as a planning signal: clean means a direct move with standard tooling, rework means data or behavior changes during migration, and gap means you need a decision or a different component. Meet and Chat sit outside this move unless you choose a separate component for them.
| Google Workspace capability | Target platform | Status and what to plan |
|---|---|---|
| Gmail mail and labels | OX App Suite mail (Dovecot) | Needs rework: Gmail labels do not map one to one to folders, so plan how labels become folders and how messages are imported over IMAP or from export files. |
| Google Calendar events and sharing | OX App Suite calendar | Needs rework: export as iCal and test recurring events, invitations and time zones before cutover, since sharing permissions are rebuilt. |
| Google Contacts | OX App Suite contacts | Clean: contacts export as vCard and import into OX App Suite, but check duplicate merging and custom fields. |
| Drive files and folders | Nextcloud Files | Clean: folder structure and binary files move through the export, though owner and permission metadata must be reassigned. |
| Drive sharing links and permissions | Nextcloud shares and groups | Needs rework: link URLs, expiry settings and access rules differ, so every shared link must be recreated and re-tested. |
| Shared drives | Nextcloud group folders | Needs rework: shared drive ownership moves to a group folder or team folder model that must be designed before import. |
| Google Docs, Sheets and Slides (native files) | Collabora Online with Nextcloud | Needs rework: native files must be converted to docx, xlsx or pptx, and formatting, comments and suggestions may shift. |
| Co-editing in the browser | Collabora Online via WOPI | Clean for standard documents, but confirm co-editing behavior and load balancing for your expected user count. |
| Google Meet | Nextcloud Talk or openDesk components | Gap for this move: Meet is outside this migration unless you select a separate video component. |
| Google Chat spaces and history | Nextcloud Talk or another chat platform | Gap for this move: chat history needs a separate export and import plan, covered by the Chat migration path. |
Migration sequence from inventory to decommission
This sequence moves users, files and mail from Google Workspace to a self-hosted Nextcloud, Collabora Online and OX App Suite stack in controlled stages, so each cutover has a tested rollback path. Each step produces a record that tells the next step whether it can start.
Inventory users, shared drives, groups and links
The Google Workspace administrator and the migration lead build a register of every user, group, shared drive, Gmail domain alias, calendar resource and externally shared link. For each Drive item, record the owner, size, file types and whether it is a native Google Docs, Sheets or Slides file that will need conversion. Flag mailboxes with legal holds or retention rules and any third-party apps connected through OAuth. The output is a signed-off inventory that sets the scope of the export and the cutover waves. Confirm with Google's current admin documentation which data types the Data Export tool covers in your edition before you finalize the register.
Run the admin export and per-user Takeout
A super administrator starts the organization-wide Data Export into a Cloud Storage bucket, after confirming the admin account meets the account age requirement. Run per-user Google Takeout for users whose data the bulk export does not cover or who need a personal copy. Download the archives to the migration staging server and record checksums. Because the default bucket is deleted after 60 days, copy the archives out of the bucket on a fixed schedule and log each transfer. The output is a verified staging set for every user in the inventory, which is the input for the pilot.
Convert and import the pilot group
Choose a small pilot group that represents typical mail, Drive and calendar use. Convert native Google Docs, Sheets and Slides files into docx, xlsx and pptx or OpenDocument formats, and check the converted files in Collabora Online for layout, formulas and comments. Import mail into OX App Suite using IMAP or the exported mailbox files, import calendars and contacts, and load Drive content into the user's Nextcloud space. Compare item counts and a sample of documents against the source. The pilot is complete when the pilot users confirm their data and the team has a list of conversion defects with fixes.
Rebuild groups, sharing and permissions
Recreate Google groups as Nextcloud groups and OX distribution lists, and map shared drives to Nextcloud group folders with matching permissions. Connect the directory through LDAP or a supported OpenID Connect or SAML backend so that users sign in with their existing credentials. Rebuild internal sharing links from the inventory, and decide which external links are re-issued, expire or are replaced. The output is a permission map checked against the inventory, and a test run where a sample of users confirms they can open the folders and links they used before.
Run the parallel period by pilot and wave
Keep Google Workspace and the new stack available at the same time while users in each wave work in the new system. Set mail forwarding or dual delivery, and sync calendars and contacts for the wave until the cutover date. Track open incidents, failed conversions, missing mail and login problems in a shared log, and fix defects before the next wave starts. Plan Nextcloud upgrades with the one-major-version-at-a-time rule in mind, and confirm that Collabora and OX versions are supported for the duration. The output is a wave exit report showing that defects are closed and users have signed off.
Cut over by domain and by data type
Move mail delivery for each domain by changing MX records only after the destination mailboxes hold the final synchronized data. Cut over Drive and document editing for the same users in the same window, and redirect old Google links to the new locations where possible. Hold a final delta sync of mail, calendar and files immediately before each switch. Keep a tested rollback that restores the previous MX record and the Google accounts for a defined period. The cutover is verified when mail flows end to end, users can open and edit documents, and the rollback has been rehearsed.
Decommission Google services after verification
After the last wave has run stably and all data checks have passed, remove Google service access for migrated users and revoke OAuth grants and API keys. Keep an archived, encrypted copy of the final exports for the retention period set by your legal and compliance owners, and record where it is stored and who can restore it. Cancel Google Workspace licenses only after the retention decision and the final invoice are confirmed. The output is a decommission record that lists each service, the date access ended and the location of archived data.
Which export paths carry data out of Google Workspace
Google Workspace offers two export routes with different reach: an admin-run Data Export for the whole organization and a per-user Takeout for individual accounts. Each route delivers different formats, so the cards below separate what each one carries and what has to be rebuilt by hand on the Nextcloud, Collabora Online and Open-Xchange side.
Admin Data Export for the organization
Only super administrators can run the organization-wide Data Export, which writes zip files for Gmail, Drive, Chat and Calendar into a Cloud Storage bucket. The admin account must be at least 30 days old, so check that before scheduling the export window. Plan the download from the bucket promptly, because the default bucket is deleted after 60 days. Confirm with your Workspace edition and admin role that the export is available to you before the cutover date is set.
Per-user Takeout for individual accounts
Google Takeout lets each user export their own Gmail, Drive documents and Calendar data. It fits small populations, departing staff or data that a super administrator did not include, but it depends on every user running it. Confirm whether your Workspace administrators have turned Takeout on for users, since admins control that setting. Collect Takeout archives into a managed location so they are not stranded on personal laptops.
Converting native Docs, Sheets and Slides
Google Docs, Sheets and Slides are not stored as Office files, so exports must convert them to formats Collabora Online can open. Collabora edits ODF and Microsoft formats including .docx, .xlsx and .pptx. Test a sample of complex documents for lost comments, suggested edits, named ranges and embedded charts, and decide in advance which files need manual rework. Recheck formatting after the first round of imports into Nextcloud.
Contacts and calendars through vCard and iCal
Contacts and calendars arrive as standard vCard and iCal files, which both Nextcloud and OX App Suite can import. Mail does not travel in these files, so contacts and calendar events need their own import pass. Check recurring events, time zones, shared calendar permissions and contact groups after import, since these often change silently. Map each Workspace user to the matching account on the target platform before the import starts.
Mail moved over IMAP
Mailbox content is usually moved by IMAP sync from the source account into OX App Suite, which keeps the folder structure and message flags intact. Gmail labels do not map one to one onto folders, so decide how labeled messages should appear after the move. Confirm IMAP access is enabled for the accounts and that migration tooling respects Google rate limits. Plan a delta sync close to cutover so that mail arriving during the window is not lost.
Rebuilding sign-in through LDAP, OIDC or SAML
Users will not carry their Google passwords across, so sign-in must be rebuilt on the target side. Nextcloud's LDAP app lets directory users log in with their directory credentials, and Nextcloud also documents OpenID Connect and SAML backends. OX App Suite documents OpenID Connect and SAML operator setups as well. Decide which identity source is authoritative before any user is migrated, and test sign-in, password resets and MFA enforcement with a pilot group.
How the move changes by organization size and starting point
A small team on one Google Workspace domain usually has a modest export, a short list of shared folders and a simple user directory. The work is mostly about checking that every file and mailbox arrives intact and that people know where to click after the switch. Because the export is small, the main planning question is timing rather than volume: the admin export runs asynchronously and can take a while, so the team should schedule it well before the cutover date instead of on the day.
- Export volume: One admin Data Export of the whole organization may be enough. Individual Takeout is worth using only for the few users whose data sits outside the admin export scope, and Workspace administrators control whether users can run it.
- Sharing rebuild: Shares to a few shared folders can usually be recreated by hand in Nextcloud. Map each Drive share to a Nextcloud group folder or a named share, and confirm that link-based shares are either re-issued or retired.
- Native files: Google Docs, Sheets and Slides are exported as office formats for Collabora Online to open. Spot-check formatting on a sample of documents before cutover.
- Cutover window: A short window often works, but mail still needs a sync period so that messages arriving during the switch are not lost.
Before committing, confirm with the vendor whether your admin account meets the age and edition requirements for the Data Export tool and how your Cloud Storage bucket retention will be handled.
A large organization usually has many shared drives, deep folder trees, shared drive ownership that has drifted over time and sharing links that nobody has audited. The export volume is larger, and the sharing rebuild is the expensive part, because permissions have to be remapped to Nextcloud users, groups and folders rather than copied. Planning should happen in waves, with the cutover split by business unit rather than attempted in one event.
- Export volume: Expect the admin export to be large and to need its own storage capacity. Plan delivery into Cloud Storage with enough room, and download and verify archives in batches rather than all at once.
- Sharing rebuild: Inventory shared drives and their owners first, then map each one to a Nextcloud group folder with defined groups. Decide which external sharing links to keep, which to re-issue and which to retire.
- Directory integration: Connect the user base to LDAP or Active Directory, or use OpenID Connect or SAML, so that permissions follow identities rather than being maintained by hand.
- Cutover window: Run waves, with mail and document cutover per business unit, and keep the old and new systems readable for a defined period.
Ask the implementation partner for a written inventory method and confirm how sharing rules will be tested before any wave begins.
Regulated organizations often move because data residency, access control and audit evidence must sit inside the organization's own infrastructure. The export and sharing work looks similar to other moves, but the cutover needs documented approvals, controlled handling of exported archives and evidence that the old copies were removed on schedule. DeployOpen prepares systems, controls and evidence for compliance assessments, but independent auditors issue any audit report or certification.
- Export handling: Exported archives contain personal and business data. Define who may request an export, where archives are stored during transfer and how they are deleted after import, and record each step.
- Sharing and access: Confirm that external sharing is restricted to approved policies before users are migrated, and that identity comes from the directory the organization already governs.
- Mail and records: Decide how historical mail, calendars and contacts are retained, and whether any legal hold or records requirement applies before the source is closed.
- Cutover window: Plan for approval gates between phases, and keep the old platform in read-only use only as long as the retention decision requires.
Ask your compliance lead which controls and evidence the assessor will expect, and confirm early which data residency terms apply to the chosen hosting location.
Some organizations arrive with data spread across Google Workspace and other storage services, such as Dropbox or Box, that they are retiring at the same time. The export volume grows because each source has its own export method, and the cutover must be sequenced so that users do not face two moving targets at once. Source-specific limits matter here, so the plan should start from the oldest or largest source.
- Source limits: Dropbox allows folder downloads as zip files only under 250 GB uncompressed and fewer than 10,000 files, and it recommends the desktop app for large downloads. Box offers FTPS and SFTP for bulk migration, with files over FTPS limited to 32 GB.
- Sharing rebuild: Shares that came from different platforms may use different permission models. Normalize them into Nextcloud groups and folders before users are moved.
- Sequencing: Move the largest or least-used source first to reduce the risk of a shared cutover, and keep the active workload on the platform users know until the last phase.
- Duplicate content: Expect copies of the same files across sources. Decide which copy is authoritative before import, or the team will spend the cutover period resolving conflicts.
Confirm the current export limits with each vendor, since these can change, and ask your partner for a source-by-source plan that shows the order of moves.
What usually goes wrong in a Google Workspace exit
Most failed Google Workspace exits fail at the edges: permissions that did not survive the copy, files that changed format, exports that expired, and mail that stopped arriving. Each card below names one of these risks for a move to Nextcloud, Collabora Online and OX App Suite, with the check to run before cutover.
Lost sharing permissions and links
Google Drive sharing lives in the file metadata, not in the folder tree, so a plain copy often drops who can see or edit a file. Links shared with people outside the domain, or pointing to files owned by a departed user, frequently break or change scope. Build an inventory of shared items per owner before export, record the sharing model for each shared drive, and recreate access groups in Nextcloud before users are told to switch. Test a sample of external links after import.
Conversion losses in native files
Google Docs, Sheets and Slides are not stored as Office or ODF files, so the export step converts them. Comments, suggestion history, named ranges, Apps Script bindings, embedded Google-specific objects and some fonts can change or disappear. Decide the target format for each type (docx, xlsx, pptx or ODF), convert a representative set of files, and compare them in Collabora Online before you commit to a bulk conversion.
Export bucket expiry and timing
The admin Data Export writes zip files to a Cloud Storage bucket, and the default bucket is deleted after 60 days. Exports typically take about 72 hours but can run up to 14 days, and the admin account must be at least 30 days old. A missed download window means a second export. Schedule the run well before the target cutover, download and checksum every archive into your own storage, and confirm the archives are complete before the bucket timer runs out.
Mail rules and forwarding at cutover
Gmail filters, forwarding addresses, delegated access, send-as aliases and auto-responders sit in the account, and they do not move with message archives. A mailbox that forwards to a Google address can keep receiving mail after the MX change, or silently drop it. Export filters and forwarding settings per user, recreate them in OX App Suite, and lower DNS TTLs and run a parallel-delivery window so inbound mail is checked against both systems.
Identity mismatches across systems
Users, groups and aliases in Google Workspace rarely map one to one onto the directory you will use for Nextcloud and OX App Suite. Mismatched usernames, duplicate email aliases, and accounts without a matching directory entry cause login failures and orphaned files. Decide the source of truth first, whether LDAP, Active Directory or an OpenID Connect provider, reconcile the user list against it, and match each Drive owner to a target account before import.
Under-sized Collabora and OX infrastructure
Collabora Online is sensitive to scaling, because horizontal autoscaling breaks collaborative editing, so replicas must be planned and set by hand, with load balancing that routes by the WOPISrc parameter. OX App Suite v8 depends on Kubernetes, Helm 3.17.0 or newer, Istio or ingress-nginx, Redis 7.4.x, MariaDB and a distributed file system for Drive files. Size these tiers from a load test on your own data, and confirm the production resource figures in the Collabora Helm chart documentation with your architect before go-live.
What the project needs from your team
Start with access and eligibility, because they decide whether the export can run at all. The Google Workspace Data Export tool is run by a super administrator, and the admin account must be at least 30 days old before it can start. Confirm who holds that role, that the account is old enough, and that a Cloud Storage bucket with enough capacity exists in the right region. Also confirm your Workspace edition and whether users can use Google Takeout, since administrators control that setting. Takeout is the fallback for individual users, not a substitute for the admin export. Ask Google about any edition-specific limits in your own tenant rather than assuming them.
Next, name the people who make three decisions before any data moves. The first is the owner of identity: someone must decide whether Nextcloud and OX App Suite authenticate users against your existing directory through the LDAP app, OpenID Connect or SAML, and who manages those accounts after cutover. The second is the owner of shared drive content: each shared drive needs a named business owner who signs off on which files move, who keeps access, and which sharing links are retired or re-issued. The third is the cutover date, which should be agreed with the business owners of mail and documents in writing. Nothing in the export tells you which links external partners depend on, so ask those owners to list them.
Finally, check that your team has the platform skills to run the result. Nextcloud does not allow skipping major releases, so administrators must upgrade one major version at a time, back up before every upgrade, and disable third-party apps until they are confirmed compatible. Plan for that cadence, which Nextcloud publishes on its maintenance schedule. OX App Suite v8 runs on Kubernetes with Helm 3.17.0 or newer and requires Istio or the basic ingress-nginx option, and its LTS releases are supported for a fixed window. Confirm which OX LTS line you will standardize on and who applies its updates. Collabora Online also needs load balancers that route by the WOPISrc parameter. If these skills are not in-house, price them into the written scope before the project starts.
What drives cost and duration in this migration
This table lists the main drivers of cost and calendar time when moving from Google Workspace to Nextcloud, Collabora Online and Open-Xchange, with why each one matters and how to keep it down. Use it to shape the scope you put in front of a quote, since most of the variation between offers comes from these rows.
| Driver | Why it changes cost or effort | How to keep it down | Ask for in the written quote |
|---|---|---|---|
| Data volume and file count | Export size, transfer time and storage sizing all grow with terabytes and object count. Google's Data Export delivers zip files to a Cloud Storage bucket, so bulk volume also drives download and re-upload effort. | Archive or delete stale content before export. Migrate active shared content first and keep cold archives in a separate, later wave. | Estimated total size and file count per source, the transfer method, and the storage sizing assumed for the target. |
| Shared drives and sharing links | Shared drives and external links must be recreated as Nextcloud groups, shares and permissions. Ownership, inherited access and link expiry rarely map one to one, so each shared drive needs manual review. | Inventory shared drives and external links early. Assign a named owner to each drive and retire links nobody uses. | How shared drive owners, group membership and external links will be mapped, and whether that mapping is in or out of scope. |
| Format conversion of native files | Google Docs, Sheets and Slides have no native file format. They must be converted to docx, xlsx, pptx or OpenDocument, and formatting, comments and version history can change in the process. | Agree a target format per type up front. Sample a representative set of documents and check layout and comments before the full run. | The conversion tools and target formats, how comments and revision history are handled, and how converted files are validated. |
| Identity integration | Users must log in to Nextcloud and OX App Suite with the right identity. Nextcloud documents LDAP and Active Directory integration plus OpenID Connect and SAML backends, and each choice adds configuration and testing work. | Decide the identity source before migration starts. Test a pilot group of accounts through the full login path before cutover. | Which identity provider and protocol will be used, who configures it, and what testing is included before go-live. |
| Collabora and OX infrastructure sizing | Collabora's Helm chart recommends production limits per pod, requires manual replica counts because autoscaling breaks co-editing, and needs routing by WOPISrc. OX App Suite v8 expects Kubernetes, Istio or ingress-nginx, Redis, MariaDB and a distributed file system for stored files. | Size against the peak concurrent editors and mailbox count, not total users. Reuse existing Kubernetes, storage and database platforms where possible. | Node and pod counts, storage backend and capacity, database and Redis topology, and the sizing basis behind each number. |
| Parallel run length | Mail, calendar and files often run in two systems for a period. Each extra week of dual running adds licence, infrastructure, sync and support effort on both sides. | Plan cutover by domain or by group rather than all at once. Set a fixed end date for Google access once validation passes. | The length of the parallel run assumed, what runs on each side during it, and the mail and calendar sync method used. |
| Export timing and Google account requirements | Admin Data Export needs a super administrator account at least 30 days old, and the source documents say exports typically take about 72 hours but can take up to 14 days. The default bucket is deleted after 60 days, which sets a hard deadline for downloads. | Confirm the export window and the admin account age before scheduling. Copy the export out of the bucket well before the 60-day deletion. | The export schedule, who owns the bucket and its retention, and how exported data is verified for completeness. |
| Training and change management | Users move from Gmail, Drive and Docs to new clients and interfaces. Support tickets in the first weeks usually follow the quality of training and the clarity of sharing rules. | Train by role, publish short guides for sharing and editing, and name local champions in each team. | Number of training sessions, materials supplied, languages covered, and whether hypercare support is included and for how long. |
Questions buyers ask before moving off Google Workspace
What does it cost to move off Google Workspace to self-hosted Nextcloud and Collabora?
The cost has five parts: software licenses, your own infrastructure, the migration work, staff time and ongoing support. Nextcloud Hub and Collabora Online CODE are free to self-host, but production use needs infrastructure and operations. Nextcloud Enterprise list prices start at 71.29 euros per user per year for Standard at 100 or more users, the figure given on the Nextcloud pricing page, and Collabora's Business plan is 3 euros per user per month for up to 99 users, according to its pricing page. Ask for a quote built from a written scope, and compare it with your current Google Workspace edition, storage and add-ons over the same period.
How long does the Google Workspace data export take, and why is the window limited?
The admin Data Export tool usually finishes in about 72 hours but can take up to 14 days, according to Google's admin help. The export is delivered as zip files into a Cloud Storage bucket, and the default bucket is deleted after 60 days, so you must download and verify the files inside that window. The admin account must also be at least 30 days old before the tool can run. Plan the export around these limits, and confirm current behavior in your own tenant before you schedule cutover.
Can our own team migrate from Google Workspace without outside help?
A small team with Linux and container experience can run a pilot, but production migration usually needs people who can run Kubernetes or a supported server stack, databases, storage and identity integration. Nextcloud does not allow skipping major releases, so upgrades must proceed one major version at a time with backups beforehand, which is a recurring duty. DeployOpen plans, implements, migrates, hardens and documents self-hosted platforms in your own infrastructure under fixed-scope agreements, and ongoing support is available as a retainer. Compare a self-run plan with a written scope before deciding.
What does the migration need from our internal staff?
Your staff must decide who owns the platform, approve the data mapping and sharing rules, and test the results with real users. Identity is a key input: Nextcloud's LDAP app and its OpenID Connect and SAML backends let directory users sign in with their existing credentials, so your identity team should confirm which option matches your directory. Admins also need to decide how to treat Google Docs, Sheets and Slides files, which convert to docx, xlsx or OpenDocument formats during export, and how shared links will be recreated. Expect this to be a regular commitment during the project, not a one-off task.
What happens to Google Meet and Google Chat during the move?
Mail, Drive and documents are the core of this migration, and Meet and Chat are separate decisions. Google Chat history can be included in the Workspace Data Export, but the destination for chat and the video service must be chosen separately, for example Nextcloud Talk for calls or a dedicated chat service. Confirm with your platform team which meeting and messaging tools you will keep, and whether the export includes the data you need from Chat. The sibling topic on openDesk and the chat migration page cover those options in more detail.
How do we run Google Workspace and the new platform side by side during cutover?
Run both systems for a defined period, moving users in groups and keeping Google as the source of record until each group is verified. Mail needs a plan for MX records, forwarding and mailbox synchronization, and calendars and contacts need a clear owner for each change. Keep the export files for the retention period your compliance team requires, and remember that the Google bucket is deleted after 60 days. Agree a rollback path and a written cutover checklist before the first group moves.
Does Open-Xchange change the picture for Gmail users?
Open-Xchange's OX App Suite provides email, calendar, documents, drive and tasks, and can run on premises or in a public cloud. Its v8 release is delivered as Helm charts on Kubernetes, requires Istio or a basic ingress-nginx option, uses Redis 7.4.x and MariaDB, and needs a distributed file system such as NFS or object storage for files. Some modules may be subject to separate fees under the license agreement, so confirm the module list and license terms in writing before you commit to a design.
How DeployOpen scopes and runs a Google Workspace migration
A migration from Google Workspace starts with a written scope, not a tool choice. DeployOpen agrees the scope, deliverables and timelines in writing before work begins, and the scope lists each target component separately: Nextcloud for Drive, sharing and file sync, Collabora Online for browser editing of converted Docs, Sheets and Slides files, and OX App Suite for Gmail, Calendar and Contacts. For each one, the document should state which Google data is in scope (Drive files, shared drives, mail for named users, calendar history, contacts), which data sources are used (the admin Data Export or per-user Takeout), and what is explicitly excluded, such as Chat history or Meet recordings if those move elsewhere. The sibling sections on Data Export and conversion cover the mechanics, so the scope should reference them rather than restate them.
Deployment happens inside the client's own infrastructure: their cloud accounts, data centers or air-gapped networks. Before the scope is signed, confirm with your own platform team which Kubernetes or virtual machine platform, database and storage backend will host the services. The OX App Suite v8 requirements call for a Kubernetes cluster, Helm 3.17.0 or newer, Istio or a basic ingress-nginx option, Redis 7.4.x, MariaDB and a distributed file system for OX Drive and attachments. Nextcloud and Collabora Online have their own sizing and load balancing rules, including the requirement that a load balancer route by the WOPISrc parameter. These are decisions to make early, because they drive both the deliverables and the effort in the quote.
Hardening, backup and documentation are part of the delivered system, and they should be listed as deliverables with acceptance criteria. Typical items to agree in writing include the authentication back end (LDAP or Active Directory, OpenID Connect or SAML), backup scope for Nextcloud data and database, the upgrade procedure, and the operating runbook. Nextcloud requires one major version upgrade at a time with a backup before each upgrade, so the runbook needs to name an owner for that process. Ongoing upgrades, monthly maintenance and continuous security testing can be covered by optional retainers, which are quoted separately from the fixed-scope build. DeployOpen does not publish prices, and it does not issue audit reports or certifications; ask the auditor or certification body which evidence they will expect from the migration.
