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Microsoft Forms Tenant to Tenant Migration Guide

Introduction

Apps4.Pro Forms Migration simplifies the migration of Forms and Quiz Forms for users and groups. This SaaS-based tool offers a free trial with an inventory report, helping users plan their migration effectively.

This guide provides step-by-step instructions for exporting forms inventory and completing the tenant to tenant Microsoft Forms migration process.

The inventory report includes details such as:

  • Number of user and group forms
  • Form names and owners
  • Question and response counts

Before migrating, Microsoft Forms using Apps4.Pro Migration Manager, it is crucial to understand the requirements for both the source and destination endpoints. Make sure all the necessary prerequisites are met to ensure a smooth and successful migration process.

Scope of Microsoft Forms Migration

For more details on what gets migrated to the Target Tenant after the Microsoft Forms migration, refer to the below listed features.

  • Form Collections
  • Responses (migrated as in Source)
  • Group Forms
  • User Forms
    • Migrated as User Forms when there are NO Upload Question Types
    • Migrated as Group Forms when there are Upload Question Types

Settings

  • Collect response options
  • Options for responses
  • Options for Response receipts

Style

  • Background Style
  • Customized Theme
  • Color
  • Image
  • Background Music

Permissions

  • Collaborator Permissions

Questions

  • All Question types
  • Attributes of questions like – Required, Subtitle, Restrictions, Branching

Attachments part of Question / Answer

  • Images
  • Videos
  • Attachments (migrated to Group Form’s SharePoint with proper permissions)

Permissions

  • Group level Permissions

Limitations

  • Below limitations apply for Forms with Upload Type Questions only.
    • Adding new collaborators to the Migrated Form will not be allowed.
    • Creating upload type questions to the Migrated Form will not be allowed.
  • Incremental Migration is not supported.

Apart from this, there are no limitations on the number of Forms, Quizzes, Collaborators, Response, Attachments that can be migrated at the tenant-level.

Roles & Licenses for Forms Migration

The following roles & licenses are required for both Source & Target Connector Accounts.

  • License: Valid Microsoft 365/Office 365 License with “Microsoft Forms” app enabled.
  • Role: Office Apps Administrator with admin consent that can be granted via a generated URL in the application.
  • Additional permissions required :
    • To migrate a Group Form, both Source & Target Connector Accounts must be a member of the Group the form belongs to.
    • To migrate a User Form, Source & Target Users in Migration Scope need to have valid Microsoft 365/Office 365 License with “Microsoft Forms” app enabled.

Note:

Apps4.Pro supports MFA and Modern Authentication — no need to disable security features.

Architecture Diagram

Apps4.Pro Microsoft Forms Migration architecture diagram showing data flow between source and target tenants

Getting Started

1. Preparing for Microsoft Forms Migration

  • Ensure the service account has the necessary roles and licenses.
  • Set up user and group mapping for a smooth migration process.

2. Discover Forms Data

  • Retrieve details of all forms, including questions and response counts, by discovering Users, Groups and Forms data from the source environment.

3. Generating Inventory & Planning Migration

  • Extract an inventory report to analyze the number of forms and plan the Forms migration process.

4. Performing Migration

  • Select required forms and initiate the migration.

Pre-Migration Setup for Forms Migration

1. Signup & Setup Process

  • Contact us at presales@apps4.pro for the tool link and load it on the web browser.
  • Login using any of the below options:
    • Option 1: Users with existing account can sign-in with their email account and enter the code received in the mail.
    • Option 2: First-time users can create a new account by clicking “No account? Create one” link and enter the code received in the mail.
    • Option 3: First-time users can also create a new account by clicking “Sign in with Microsoft Work or School Account” link and enter the code received in the mail.

Required Permissions:

PermissionJustification
Sign in and read user profileAllows you to sign in to the app with your organizational account and let the app read your profile. It also allows the app to read basic company information.
Maintain access to data you have given it access toAllows the app to see and update the data you gave it access to, even when you are not currently using the app. This does not give the app any additional permissions.

2. Create Organization

  1. Give a name for your organization.
  2. Click ‘Create Organization’.
  3. You can also Invite users to perform the migration.
    • Invitees will receive the email where they can access the portal and perform the migration.

3. Source & Target Connection Setup

1. Source Connection

  • Navigate to the Tenants tab, then click ‘Add Tenant’ to configure source.
  • Sign-in using the Source Service Account.

2. Admin Consent for Source Service Account

  • Click on the added Tenant.
  • Grant consent for the permissions listed.
    • Core.Basic
    • Forms.Basic
Option 1: Grant Consent using the Consent URL (If the Service Account is a normal user with minimum privileges)
  • Click on option ‘Copy Consent URL’ to copy the admin consent URL to your clipboard.
  • Share the copied URL with the Global Administrator of the Source Tenant, and request them to follow the steps below:
    • Open the consent URL in a web browser.
    • Sign in using a Global Administrator Account.
    • Select the checkbox “Consent on behalf of your organization.” and Accept.
Option 2: Grant Consent from the tool (If the Service Account is a Global Administrator)

If the Service Account is a Global Administrator, you can directly grant consent from the tool by following these steps:

  • Click the “Grant Consent” button.
  • Sign in using the Global Administrator Account.
  • Review the requested permissions.
  • Click Accept to grant the required delegated permissions.

3. Login with Service Account

Once the consent in granted, Login once with the Service Account.

4. Target Connection

  • Click ‘Add Tenant’ to configure target.
  • Sign-in using the Target Service Account.

5. Admin Consent for Target Service Account

  • Click on the added Tenant.
  • Grant consent for the permissions listed.
    • Core.Basic
    • Forms.High

6. Login with Service Account

Once the consent in granted, Login once with the Service Account to get the token ID.

4. Create Project

  1. Navigate to Projects tab
  2. Click Create Project
  3. Enter a Project Name and description
  4. Choose the Source and Target Tenants
  5. Select Workloads >> Forms
  6. Grant Consent if not granted earlier during account setup
  7. Review the details and click ‘Finish‘

5. Discover & Map Users

To facilitate the migration of form collaborators and permissions from the source tenant to the target tenant, it is necessary to map users and Office365 groups accordingly.

Discover Users

Follow the below steps to discover the Source Tenant-level Users.

  • Click on the created Project.
  • Click Forms panel.
  • Move to the Users tab.
  • Use any of the Discover options to list all source users.
    • Discover From Selected: Select an user from the listed tenant-level users.
    • Discover From CSV: Discover users added in the CSV(Source ID/UPN).
    • Discover All: Discover all the users.

Auto-Map Users

Post discovery, auto-map the users with the target users using any of the below options.

Map by

  • Display Name
  • User Principal Name
  • Mail

(OR)

  • Map from CSV

Export Users

In the Users tab, click >> Export All to export all the discovered and matched users in an excel format.

Sample Tenant-level Users Export Report

6. Discover & Map Groups

To facilitate the migration of form collaborators and permissions from the source tenant to the target tenant, it is necessary to map Office365 groups accordingly.

Discover Groups

Follow the below steps to discover the Source Tenant-level Groups.

  • Move to the Groups tab.
  • Use any of the Discover options to list all source groups.
    • Discover From Selected: Select a group from the listed tenant-level groups.
    • Discover From CSV: Discover users added in the CSV(Source ID/Source Mail).
    • Discover All: Discover all the groups.

Auto-Map Groups

Post discovery, auto-map the source groups with the target groups using any of the below options.

Map by

  • Group Name
  • Email
  • Mail Nick Name

(OR)

  • Map from CSV

Export Groups

In the Groups tab, click >> Export All to export all the discovered and matched groups in an excel format.

Sample Tenant-level Groups Export Report

7. Discover Forms

Upon completion of user and group discovery, discover all the latest Forms at the Tenant-level.

  1. Proceed to Forms tab.
  2. Option 1: Discover all matched User / Group Forms
    • Select “Discover” drop-down with options to select:
      • User Forms: Select this option to retrieve all the matched user forms available in the source tenant.
      • Group Forms: Select this option to retrieve all the matched group forms available in the source tenant.
      • Click ‘Discover Forms‘.
  3. Option 2: Discover only selected User / Group Forms.
    • Discover Selected User Forms: Select this option to discover only the selected user forms.
    • Discover Selected Group Forms: Select this option to discover only the selected group forms.

Discovering Forms pull the basic details of Forms such as Form name, Owner name, Form type – Group/Form.

8. Collect Metrics

Use “Collect Metrics” option to pull additional form details, including:

  • Number of
    • Questions
    • Responses
  • Upload Type Question Availability(Yes/No)
  • Last Modified Date
  • Last Response Date
  • Issues
    • Deleted Form – if the form is deleted in source
    • Did not find Forms licenses for current user

You can choose to Collect Metrics of all the listed forms or a specific subset, by selecting from the listed Forms.

Forms Inventory Report

The EXPORT feature allows you to generate an inventory report of the Source Tenant Forms in an Excel format.

Ensure that all tenant-level users and groups are discovered and matched, so that every associated Microsoft Form can be identified from the source tenant.

In Forms Tab >> Click EXPORT option to generate an Excel report, which includes:

  • All User Forms
  • All Group Forms
  • Form level Details
    • Form ID
    • Form Type(User/Group)
    • Form Owner
    • Created Date
    • Last Modified Date
    • Last Response Date
    • Total # of questions
    • Total # of responses
    • Upload-type question (Yes/No)
  • Issues

Sample Inventory Report

List of Tenant-level Forms

Sample Tenant-level Forms Export Inventory Report through Apps4.Pro Forms Migration Portal.

Note:

We recommend running a small pilot migration before moving all Tenant-level Forms, to validate your setup and measure throughput.

Once all the above preparatory steps are done, you are ready to create a Migration Task.

Start Forms Migration

  1. Navigate to Forms tab.
  2. Select all Forms Or few of the Forms and click ‘Migrate‘.
  3. Enter a Workflow Name.
  4. Click Start Migration.
  5. The system will now generate a Workflow and start migration.
  6. From Workflow tab, you can monitor the progress of the workflow.
  7. From Summary tab, you can review the migration status of the forms.

How to Retry a Form Migration?

The Retry function helps resolve errors when a form migration is failed or completed with an error.

Steps to Retry a Task:

  1. Navigate to Forms tab.
  2. Identify Forms with failed MIGRATION STATUS.
  3. Select the Form(s) you want to retry.
  4. Click ‘Migrate’.
  5. Enter a Workflow Name.
  6. Select ‘Failed‘ checkbox.
  7. Click ‘Start Migration‘ to reattempt the migration.
  8. From Summary tab, review migration status of the retried workflow.

Post Migration

End User Experience

Forms Migration

Source

Comparison of Microsoft Forms layout before and after migration-name and description
Comparison of Microsoft Forms layout before and after migration-questions

Target

After migration, compare Microsoft Forms questions between Source and Target environment

Quiz Migration

Source

Example of Source vs Target Quiz after migration.
Example of Source vs Target Quiz after migration-page 2

Target

Example of Source vs Target Quiz question view after migration.
Example of Source vs Target Quiz question view after migration-page 2

Conclusion

In summary, Apps4.Pro Migration Manager for Microsoft Forms provides a secure and efficient solution for transferring forms, responses, and settings without data loss. By adhering to the outlined steps, you can seamlessly migrate Forms content between Office 365 tenants. For further assistance or inquiries, please consult our FAQ or reach out to our support team at support@jijitechnologies.com.

FAQs

The following roles & licenses are required for both Source & Target Connector Accounts, for Microsoft Forms tenant to tenant migration

    • License: Valid Microsoft 365 Office 365 License with “Microsoft Forms” app enabled.

    • Role: Office Apps Administrator with admin consent that can be granted via a generated URL in the application)

    • Additional permissions required :

        • To migrate a Group Form, both Source & Target Connector Accounts must be a member of the Group the form belongs to.

        • To migrate a User Form, Source & Target Users in Migration Scope need to have valid Microsoft 365 Office 365 License with “Microsoft Forms” app enabled.

Yes, we do have a 15 days free trial offered for Microsoft Forms Migration and Apps4.Pro offers Forms Migration as a Saas Product.

Part of the free trial, you get to download an Inventory Report of the tenant-level data that provides the below information.

  • Forms Id
  • Title
  • Description
  • Owner Id
  • Owner Name
  • Owner Mail
  • Is Group Form

To check how it works for your tenant, contact Sales : presales@apps4.pro

For further details, please visit Microsoft 365 Forms Migration tool | Apps4.Pro.

  1. Set up access to Source and Target tenants.
  2. Discover User, Groups, Forms and associated data from the Source.
  3. Choose the forms for migration.
  4. Migrate forms and responses.
  5. Ensure forms, responses, and settings are migrated correctly.
  • The reason for migrating User Form as Group Form in the Target environment, is primarily due to Microsoft’s policy, which imposes a limit of 400 forms creation per user.
  • Due to this constraint and to avoid the need of end user intervention during the migration, the Forms are created by the Target Service Account.
  • Please be noted that this approach will not make any difference in the End User’s Interface.

To get an Inventory Report, follow the below steps:

  • Navigate to the “Users” tab. Discover all users and add their mappings.
  • Navigate to the “Groups” tab. Discover all groups and add their mappings.
  • Navigate to the “Forms” tab.
  • In Forms Tab >> Click >> Export All option to generate an Excel report, which includes:

      • All User Forms

      • All Group Forms

      • Form level Details

          • Form ID

          • Form Type(User/Group)

          • Form Owner

          • Created Date

          • Last Modified Date

          • Last Response Date

          • Total # of questions

          • Total # of responses

          • Upload-type question (Yes/No)

      • Issues

Sample Inventory Report

Forms at Source Tenant

Sample Inventory Report for Microsoft Forms Tenant to tenant migration listing the Tenant-level Forms

 

Navigate to Summary tab. Here you can view and export the Migrated Forms details to an Excel file.

The exported data will contain the below Source & Target details

  • Form Name
  • Form ID
  • Form Owner
  • Form Type
  • No. of questions
  • No.of responses
  • No.of attachments
  • Form URL
  • Response URL

The responses will be migrated as-is to the Target and you can witness the responses and their summaries right from the Forms app. But the responses are posted by the Service Account due to API limitations.

Yes, Bulk Forms Migration using CSV is possible. Follow the below steps.

  1. Navigate to Forms tab.
  2. Click on “Migrate from CSV”
  3. Upload the excel containing forms to be migrated
  4. Click Migrate.

In Apps4.Pro Migration Manager, to discover bulk Users or Groups,

  • Navigate to Users / Groups tab.
  • Use option ‘Discover From CSV’ to discover bulk users / groups.

To find the number of Forms in the Source Tenant, follow the below steps.

Step 1 : Navigate to the “Users” tab. Discover all users and add their mappings.

Step 2 : Navigate to the “Groups” tab. Discover all groups and add their mappings.

Step 3 : Navigate to the Forms tab.

Step 4 : Discover all the Users Forms and Group Forms.

Step 5 : At the top right of your screen, you will find the page count, this indicates the total number of forms in your source tenant.

Step 6 : Click >> Export All, to generate an Inventory Report.

Yes, you can skip the User & Group Collaborators while migrating a Form.

Navigate to the Users & Groups tab → Remove the mappings for the collaborative users & groups → Proceed with the migration.

  • To view the progress of the migration, navigate to the “Workflow” tab.
  • Here you can find the progress of the ongoing as well as completed workflows.
  • Find the Current Status Under ‘STATUS’ column.
  • You can check the detailed summary of the workflows by clicking on the Workflow Name under  RESOURCE NAME column.
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