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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.
2
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
3
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
4
Transition Guidance
5
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
6
Complete
Complete
Portal Cutover Plan
There will be a number of steps in the cutover plan for the NHSmail 2 Portal as outlined below*:
7
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
8
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
9
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.
12
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
14
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.
15
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.
16
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.
17
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.
18
Organisation StructureShared mailboxes Distribution ListsRole Scope
Further Information and Support
19
In this section: Further Information
Training and Guidance for Transition 21
NHSmail Helpdesk Contact Details 22
Keeping You Informed 23
20
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
21
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 [email protected] (England)
or [email protected] (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 / [email protected]
Relay helpdesk: 0333 200 4333 / [email protected]
Spam and phishing issues: [email protected]
Training and guidance
Further training and guidance support for NHSmail can be found at http://support.nhs.net
22
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
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