NHSmail Portal Transition GuideVersion 1.4

Published 31 August 2016

Document Control

Document Title NHSmail Portal Transition Guide

Purpose To brief LOAs and users on the transition to the NHSmail 2 Portal

Audience External

Version 1.4

Date 31 August 2016

This is a controlled document. For the latest version of this document please refer to the communications

section of the NHSmail 2 support site. Updates from the previous versions of this document are referenced on

page 3 of this guide.

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Contents

Document Control 2

Using this Guide 4

Transition Guidance 5

Transition Milestones 6

Portal Cutover Plan 7

Overview of Changes and Impacts 8

User Impacts 9-13

Local Organisation Administrators Impacts 14-18

Further Information and Support 19

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Using this Guide

This document will provide you with all the information you need to know about the transition to the

NHSmail 2 Portal

The Portal Transition Guide will be updated regularly to ensure you have the most accurate and up-to-

date information. It will be published on the support pages at http://support.nhs.net/

The Transition Guide can be navigated using:

The home icon in the footer of each slide can be used to navigate back to the contents page

The page icon in the footer navigates back to the start of each section

If you are using Adobe Acrobat or another PDF viewer, you can also use the bookmarks to navigate to

each section of this document.

The globe icon indicates that further information is available from a source outside of this

document

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Transition Guidance

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Transition Milestones

The current timescales for the NHSmail 2 Programme are illustrated below:

Stage Overview Start Date Status

Active Directory

Co-existence

Introduction of synchronisation between NHSmail and

NHSmail 2 DirectoriesDecember 2015 Complete

N3 InstallationInstallation of the N3 network links to the NHSmail 2

Data CentresFebruary 2016 Complete

Relay (Gateway) CutoverGo Live of the NHSmail 2 Relay service for routing email

to and from the Internet and improved spam detectionMarch 2016 Complete

Exchange

Co-existence

Introduction of NHSmail and NHSmail 2 mail servers

operating side-by-sideApril/May 2016

In progress - refer to

http://support.nhs.net/

servicestatus

Transition PilotPeriod to pilot the user experience of transition of end

user accounts from NHSmail to NHSmail 2May 2016 Complete

Bulk TransitionMain period of end user account transition from NHSmail

to NHSmail 2June 2016

Transition Mop-up - LOAs

and Shared (Generic)

Mailboxes

Transition of any accounts that have failed to transition

during the Bulk Transition Period, LOAs and Shared

(Generic) Mailboxes

August 2016 In Progress

Portal Go LiveIntroduction of the new NHSmail 2 Portal (user and LOA

admin tools) and the replacement connector serviceAugust 2016

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Complete

Complete

Portal Cutover Plan

There will be a number of steps in the cutover plan for the NHSmail 2 Portal as outlined below*:

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Aug Sep

1 2 3 4 5 6 7 8 9 10111213141516171819202122232425262728293031 1 2 3 4 5 6 7 8 9 10

Pre-Go Live Comms (LA)

ADFS (Portal Only)

Pre-Go Live Comms (User)

Pull Connectors Retired

Cutover Activity

Training & Communications

Portal Cutover

TANSync Switchover (All)

TANSync Switchover (Pilot)

Training Go Live

ADFS (Exchange & Portal)

Activity

Training Webinars (LA)

Distribution List Change Freeze

* Subject to change, please continue to reference http://support.nhs.net/servicestatus for the latest dates

Overview of changes and impacts

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Date Impact What does this mean?

26 AugPull Connectors

Retired

LAs will need to manually create accounts and complete Directory

updates until TANSync deployed.

26 Aug

(19:00) –

29 Aug

(07:00)

Portal Cutover

(Unavailability)

Portal may be intermittently unavailable during this time. The main

period of unavailability will be on Saturday 27 August. The admin

functions will not be available during this time.

29 AugNHSmail 2 Portal

Live

The NHSmail 2 Portal will Go Live and the new tools will be

available. See key changes for more information.

29 Aug –

31 Aug

Distribution List

Freeze

Distribution Lists will continue to function, but no new DLs or

updates to existing DLs can be completed during this time.

26 Aug –

19/20 Sep

ADFS Implemented

to Portal Only

The new sign-in screen will be implemented, however users will

need to sign-in twice; once for Portal (new login) and once to

access email (old login).

29 AugTANSync

Switchover

TANSync will replace Pull Connectors. Customer organisations will

be able to switchover TANSync from the beta environment to the

live environment from 29th August.

19/20 Sep

ADFS Implemented

to Exchange &

Portal

The new sign-in screen will be implemented for both the Portal and

email. This means the user will only need to sign-in once.

User Impacts

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User Impact: Sign-on Experience

Impact

• User will have a two step login experience when navigating between Outlook Web App (OWA) and the NHSmail 2 Portal.

• This will last for three weeks post NHSmail 2 Portal go live.

Change Overview

Additional ReferencesFor more detailed information on how to open

Outlook Web App from the Portal landing page,

please refer to the Navigating around the

NHSmail Portal module within the Portal User

Guide.

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NHS DirectoryCreating Distribution

Lists

Navigation Experience

When users browse to www.nhs.net, they will be taken to the temporary NHSmail 2 landing page. This is the same

page that users will be familiar with since their NHSmail account transitioned to NHSmail 2. From this temporary

landing page, users will be able to click ‘Click here to access your mailbox’ to open Outlook Web App (OWA) and it will

load in a separate window. If the user wishes to access the NHSmail 2 portal for user administrator tools e.g. changing

passwords, the user needs to click the tools icon in the top left of the page. A new log in screen will load in a new

window and the users must log in again using their usual login credentials to access the NHSmail 2 Portal.

Log in experienceThis experience of reaching the temporary landing page and being asked to login twice when moving between the Portal and

their email (using Outlook Web App) is only temporary and will start from Portal go-live (29 August) for around three weeks.

Sign-on Experience Password Resets

User Impacts: Creating Distribution Lists

Impact• Users will have to review the training materials avaliable to learn how

to create and edit distribition lists in NHSmail 2

• For a period of a week post NHSmail 2 go live, there will be a freezeon the creation and editing of distribution lists

Change Overview

Users will be able to create static distribution lists through the NHSmail 2 Portal. They can do this via the user profile

page where they can select the ‘Distribution Lists’ button which will take them to the distribution list page. The users

Local Administrator will then have to go through an approval process to either approve or reject the distribution list. The

user will receive an email when to notify them whether their distribution list has been approved or rejected.

Note: for a two day period post go live of the new NHSmail 2 Portal go live, there will be a freeze on creation and

editing of distribution lists whilst we migrate all existing distribution lists to the current service.

Additional ReferencesFor guidance on how to create and edit both static and dynamic distribution lists, users should refer to the Self-service Distribution Lists module of the Portal user guide.

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Password ResetsNHS DirectorySign-on ExperienceCreating Distribution

Lists

User Impacts: NHS Directory

Impact• Following the first release of the Portal, users are encouraged to use

Outlook Web App People Screen when searching the NHS Directoryfor a richer search experience

Change Overview

The NHS Directory will be available with basic search functionality after the Go Live. The NHS Directory will continue to

be developed after the first release of the Portal to include more advanced search features. Until this functionality is

developed, users may find it easier and have a richer search experience using the Outlook Web App People Screen to

search for contacts and other users.

Additional ReferencesFor guidance on how search the NHS Directory in Outlook Web App, refer to the Managing Contacts module of the Outlook Web App learning series.

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Password ResetsSign-on Experience NHS DirectoryCreate Distribution

Lists

User Impacts: Password Resets

Impact• Users will have to add their work mobile number to the NHS

Directory

• If do it will be visable when searching for the user in the NHS Directory

• If a user does not have a work number within the NHS Directory they will need to contact their Local Administrator to reset their password

Change OverviewIf a users has forgotten their NHSmail account password, they can self-service password reset through the Portal. In

order to do so, users will have to follow a two step authentication process; the first providing the answer to characters

of their security questions, the second providing a work mobile number to which their temporary password can be sent

to. Users wishing to perform the self-service password reset function will need to ensure their work mobile number is

listed in the NHS Directory. Users can add this work mobile number within the ‘Profile’ section of the Portal however

should be mindful that this information can be searched within the NHS Directory

If a users chose not to add a work mobile number, they will need to contact their Local Administrator to reset their

password.

Additional ReferencesFor guidance on how to add your mobile number to the Directory, refer to the Updating Your Profile module of the Portal user guide.

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NHS DirectorySign-on Experience Password ResetsCreating Distribution

Lists

LOA Impacts

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LOA Impacts: Shared Mailboxes

Impact• Owners of Shared Mailboxes will now be set by the Local

Administerator through the Portal

• Owners of the Shared Mailbox will now manage permissions for the shared mailbox through Outlook Web App (OWA)

Change Overview

A shared mailbox (previously referred to as a generic mailbox) is a type of mailbox that doesn't have its own user name

and password and is accessed by more than one user from the same organisation. When administering a shared

mailbox, Local Administrators will need to set an owning user by adding users into the ‘Owner’ box from the shared

mailbox creation screen in the NHSmail 2 Portal. Once a user has owner permissions they can manage Send As and

Full Access permission for the shared mailbox within Outlook Web App (OWA).

For guidance on how to create shared mailbox in NHSmail 2, refer to Administering a Shared Mailbox module within

the Local Administrator Portal guide.

Additional ReferencesFor guidance on how to manage shared mailboxes permissions in Outlook Web App (OWA) refer to the Delegated and Shared Mailbox module within the Outlook Web App user guide.

This subject was discuss on the Portal LOA Webinar on 02/08/2016 and can be downloaded by clicking here.

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Distribution ListsNew Sign-on

IntegrationShared mailboxes Role Scope

LOA Impacts: Role Scope

Impact

Change OverviewTo accommodate for changes to Exchange 2013 terminology and NHS Directory structure, there are some changes to roles in NHSmail 2 as per the below:

Primary LOA = Primary Local Administrator

Secondary LOA = Local Administrator

Department LOA = Helpdesk Administrator

Practice LOA = Local Administrator

There will be no reduction in what a Local Administrators can do, all permissions will remain the same. The new Helpdesk Administrator role will be introduced

to allow organisations to give their service desks access to basic administration tools and support delegating basic administration tasks across the

organisation. Practises LOAs are transition to Local Administrators to allow for more autonomy in delegating administration responsibility to individual

practices. In future, organisations will need to allocate Local Administrators in each of the practices rather than taking assumed rights from the parent

organisation (e.g. the CCG). It is worth noting that if organisations maintain their current practice and department administrators, they should be aware that

these users may have more capability than they do now and they should encourage these individuals to review the new Portal training materials

Additional roles will be introduced to NHSmail 2 to enable authorised administrators access to the new audit and reporting features, mailbox top-ups and

connector management.

• Due to a change in organisation structure, organisations will now need to

allocate Local Administrators in each practise rather than assuming rights

from the parent organisation

• Practice Local Administrator (PLOA) are now transitioning to a Local

Administrator role. The new helpdesk role will allow local service desks basic

administration tools. Users may now have access to more administration capabilities

and should review the training and guidance materials at

www.support.nhs/portalindex

Additional ReferencesThis subject was discuss on the Portal LOA Webinar on 02/08/2016 and can be downloaded by clicking here.

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Organisation Structure New Sign-on

IntegrationRole ScopeShared mailboxes

LOA Impacts: Organisation Structure

Impact

Change OverviewThe current NHS Directory structure contains the following:

• Organisations

• Sites

• Departments

• Practices

On NHSmail 2, the Directory structure will merge organisations and practices (including GPs & PODs) so that practices

become their own independent organisations. This will allow enable more autonomy in delegating administration

responsibility to individual practices. Refer to the LOA Impact: Role Scope section of this transition guide for information

on how roles in practises will change in NHSmail 2

• Practise will become their own organisations and current Practise

Local Administerators will become Local Administerators

• Local Administerators will need to review changes to roles and

permissions prior to NHSmail 2 go live

Additional ReferencesRefer to the What’s Changing Guide for Local Administrators for additional information on changes to organisations structure. This subject was discussed on the Portal LOA Webinar on 02/08/2016 and can be downloaded by clicking here.

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Shared mailboxes Role Scope Organisation Structure Distribution Lists

LOA Impacts: Distribution Lists

Impact• To add external recipents to a static distribution list, they must first

be added as a NHS Directory Contact

• There will be a freeze on the creation and editing of distribution lists for a three days post NHSmail 2 Portal go live

Change Overview

On the NHSmail 2 Portal, if you wish to add an external user who is not on nhs.net to a static distribution list, you will

first need to add them as a contact to the NHS Directory. For additional information on how create a NHSmail Directory

Contact entry, refer to the Contact Management module of the Local Administrator Portal Guide.

All distribution lists with external recipients on the NHSmail Portal will be migrated across to the NHSmail 2 Portal, this

new practice will only need to begin once the NHSmail 2 Portal is live.

Note: for a three day period post go live of the new NHSmail 2 Portal go live, there will be a freeze on creation and

editing of Distribution Lists whilst we migrate all existing Distribution Lists to the current service.

Additional ReferencesRefer to the What’s Changing Guide for Local Administrators for additional information on changes to distribution lists. This subject was discuss on the Portal LOA Webinar on 02/08/2016 and can be downloaded by clicking here.

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Organisation StructureShared mailboxes Distribution ListsRole Scope

Further Information and Support

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In this section: Further Information

Training and Guidance for Transition 21

NHSmail Helpdesk Contact Details 22

Keeping You Informed 23

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Training and Guidance for Transition

Training and guidance will be provided to LOAs in advance of the NHSmail 2 Portal go live.

Training Webcasts for NHSmail 2 Portal Go Live

Training will be provided to LOAs via webcasts held in the weeks prior to the NHSmail 2 Portal Go Live. These training

webcasts will focus on the key information for the Go Live and provide knowledge transfer on the new NHSmail 2 Portal

tools and processes. A recorded version of the webinars will be available for those unable to attend.

LOA Webinars

LOA Webinars will continue to be run on a monthly basis prior to and throughout transition. For previous LOA webinars

refer to http://support.nhs.net/communications

Training Materials

The training materials for the NHSmail 2 Portal can be accessed via http://support.nhs.net/portalindex

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NHSmail Helpdesk Contact Details

The NHSmail Helpdesk telephone numbers and email addresses will remain the same throughout and after transition.

Portal Go-Live queries

If you have any queries about these changes or NHSmail transition, please contact us via feedback@nhs.net (England)

or nhsmail.scotland@nhs.net (Scotland).

NHSmail or Relay issues

If you are experiencing issues with NHSmail or the Relay Service, the contact details are provided for the helpdesks

below:

NHSmail helpdesk: 0333 200 1133 / helpdesk@nhs.net

Relay helpdesk: 0333 200 4333 / relayhelpdesk@nhs.net

Spam and phishing issues: spamreports@nhs.net

Training and guidance

Further training and guidance support for NHSmail can be found at http://support.nhs.net

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Keeping You Informed

To help us keep you informed, follow the three simple guidelines below:

Keep your contact details

up to date

Use the service status

pages

Join the NHSmail Service

Bridge

Ensure that the NHSmail Team

have the latest contact details for

your Transition Leads and inform

us of any changes to your

contact details.

The transition service status

page provides information on

any known incidents for

NHSmail. You should refer to

these pages as the key

information point should issues

be encountered during the

transition. Access them via

http://support.nhs.net/servicestat

us

Access service status from N3

connection.

The NHSmail Service Bridge

provides SMS updates in the

event of a service disruption

where emails cannot be used to

communicate updates.

To sign-up to the Service Bridge

in England please complete this

form.

For Scotland please contact the

NHSmail Team at

nhsmail.scotland@nhs.net.

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