Welcome to the NHSmail LA webinar • The webinar will begin at 2pm. • Please synchronise your web and phone presence by

inputting your Attendee ID into the phone. • Participant lines will be muted during the presentation. • The webinar will be recorded. • You can use the chat messaging feature on the right

of the screen to ask questions. Please only use this for questions, not general comments.

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NHSmail Local Administrator webinar Thursday 9 March 2017

Stuart Glen – Accenture, Service Management Kieran Brough / Jeremy Holden - NHS Digital, Technical

Agenda • Service status

– Distribution Lists – ODS (Organisation Data Services) – Skype for Business Instant Messaging and Presence (IM&P)

• NHSmail Portal – Defect fixes – New features – Upcoming functionality

• Other service updates / general information 3

Service status update

Update on NHSmail service 4

Service Status and improvements • The NHSmail platform continues to remain stable. • At the end of January 2017 there were 1,217,005 mailboxes on the NHSmail

platform. With managed migrations, self-migrations, and a lifting of registration restrictions the number of mailboxes have increased by 120,874 since the end of August 2016. This level of growth looks to continue throughout the first half of 2017 and potentially beyond.

• Contacts made to the Service Desk continue to reduce as fixes and new features are deployed to the NHSmail platform.

• Service Desk communication quality assessment and measurement calibration sessions continue to be undertaken with NHS Digital and are showing improvement.

• A facility specifically targeted at Local Administrators to ensure contact can be made with a pool of the highest-performing Service Desk agents has recently completed a first phase pilot. A second phase aimed at a larger group of LAs will be initiated shortly.

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Dynamic Distribution Lists (DDLs) • New functionality and re-enabling of self-service DDLs is expected at the end of March

(subject to testing). • New controls are to be introduced over DL creation and editing as per the following rules:

– DLs with greater than 50,000 recipients require approval from Tenant / Global Admin – DLs with greater than 500 recipients must have specific senders set – Local Administrators shall approve all changes made by non-Administration DL Owners – LAs shall approve all DDLs targeting users within their organisation (with exception of

the first rule above). • Portal shall introduce Approve and Reject buttons on the Edit Distribution List page, and send

automated emails out to Administrators when a DL requires their approval. • DLs won’t be able to be created, or edited further whilst awaiting approval. Rejection shall

abandon the creation / update entirely. • Detailed communications will be cascaded closer to the go-live date.

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Portal data - update • Organisations:

– NHSmail ODS (Organisation Data Services) is now live and will run monthly to update or provision organisations and sites based upon latest trusted information controlled by NHS Digital / NSS

– You may notice: Basic attribute changes (e.g. name, address, telephone, fax, website, status) Type changes (e.g. dispensaries are now pharmacies, optometrists are now optical

site…) Naming format: Orgs with the same name are now differentiated on organisation code

rather than postcode (e.g. Dental Surgery - S70 1AW has become DENTAL SURGERY - V05440)

Moves: OUs or Sites moved to new parent Organisation • Connectors:

– Push Connectors are live and ready to use as per the guidance – TANSync still finishing pilot. Updated guidance to be published following testing. In

the meantime, similar functionality can be achieved using a Push Connector or manually using the CSV upload functionality in the NHSmail Portal.

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Skype for Business IM&P • Mass enablement for Instant Messaging & Presence (IM&P) is

now complete for accounts created before 24 January. • LAs are responsible for local desktop application/mobile client

rollout. • Accounts created after 24 January will not be able to use IM&P

until new Portal functionality is available in end of March. • The NHSmail team will not be issuing central user

communications. This is to allow organisations to adopt the service at their own rate.

• An email communications template and a user handbook have been provided to assist with your local communications.

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Skype for Business Audio & Video Conferencing

• The NHSmail Skype for Business Audio & Video Conferencing (A&VC) pilot is underway and focussing on three use cases: – Peer-to-peer calling – Virtual multi-disciplinary team meetings – Virtual consultations – Outputs of the pilot will be shared on the next LA Webinar and

on the NHSmail Support Site. • SfB AV&C services will be available to purchase via the

Additional Services catalogue in April. The delivery timeframes and processes are being confirmed as part of the pilot.

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NHSmail Portal

Portal defect fixes, new features and upcoming developments 10

Recent portal developments

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Topic Progress Administrator role displayed within organisation Ongoing

Free text field for organisation description Complete, live 25 January

Add yourself as owner for shared mailboxes Complete, live 17 February

Organisation top-up report Complete, live 17 February

Mailbox statistics on user edit page (used MB size, last login date) Complete, live 17 February

Sort list pages alphabetically by Name / Display Name Complete, live 17 February

Organisation advanced search; country changed to drop-down Complete, live 17 February

Mobile device report Complete, live shortly

See http://support.nhs.net/servicestatus for latest

On-going portal developments

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Topic Comments DDL limitations, controls and approval functionality Applies to DL Create / Update

CSV Import for Static Distribution Lists New Button on SDL edit page

Add Description field to Shared Mailboxes Displayed in People Finder

Mobile Functions for Administrators (view devices, block a device, wipe a device)

New addition to User Details page

People Finder – Advanced Search People Finder improvement

Navigate NHS Directory hierarchy People Finder improvement

Find Possible Duplicates New report

Planned change to organisation unit interface

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What is Happening? • The Organisation tree view shall be changed in

a near future release to the Portal (start March) • This view is displayed wherever required to set

a parent Organisation and target OU (e.g. add Admin role)

• The tree shall be changed to only display children with type = OU

Why is this being done? • This is to resolve an issue affecting very large

Organisations who’re unable to perform certain actions due to nested Organisations in their trees

What does it mean for me? • Use the view as normal • If cannot locate the Organisation you were

looking for in the tree, it shall instead be in the drop-down

Tree shall display child

OUs only

Drop-down shall list

Organisations only

Top 5 Defect Fixes See http://support.nhs.net/servicestatus for latest 1: Unable to update / Transfer / Delete contact 2: Portal administration page headers missing 3: Create contact with apostrophe (‘) in email address 4: People Finder Organisation page ‘About Us’ not handling new lines 5: Mailbox Report ‘All my organisations’ timeout

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Planned Defect Fixes • Unable to create/update accounts due to the high number

of Child Organisations • Owners not able to see Shared Mailboxes / DLs • Last log-on date isn’t updating accurately • Distribution Lists without owners are not displaying in

simple search for Global Admins / Helpdesk • Cannot edit Static Distribution Lists containing users who

are without a primary SMTP address. • Users without security questions set can access My

Shared Mailboxes / My Distribution Lists pages.

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Questions?

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Other updates / general information

Updates and reminders on NHSmail 17

Data retention process • In accordance with the NHSmail Data Retention policy

a one-off task will be carried out to disable accounts that: • have not been logged into for the last 6 months • were created over 3 months ago but have never been logged into • have been ‘disabled’ (previously ‘suspended’) for 18 months or

longer.

• Relevant communications and detailed information will be issued prior to the automated process going live.

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Targeted phishing emails • There has been a steady increase in the number of targeted

phishing emails, specifically aimed at practice managers. • Communications have been cascaded to all users reminding

them to follow the guidance below if they suspect they have been targeted: • Do not open attachments or follow links • Validate the request made within the email by contacting the organisation or

person through normal established channels (e.g. make a phone call or manually navigate to the organisation’s website)

• Report all suspected spam to NHSmail via spamreports@nhs.net for analysis and blocking. See the Cyber Security Guide for details on reporting.

• Please ensure your users are aware of the above guidance.

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Secure domains and emailing securely • There are currently three choices for exchanging data

securely when using NHSmail: – Secure within NHSmail (@nhs.net to @nhs.net) – Secure to centralised, listed domains (e.g. gsi, gcsx etc.) – Use [SECURE] to encrypt emails

• The Government is changing its centralised secure email approach to a localised one that means there will be a significant increase in the number of secure email domains available for use. It will no longer be practical to expect users to remember, or check, which domains are secure.

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Future secure email options • Proposed changes for exchanging data from 1 April:

– Within NHSmail - no change i.e. @nhs.net to @nhs.net will continue – When sending to All other email domains - use [SECURE] in the subject line

• NHSmail will programmatically either: – send the email securely within the secure domain environment – encrypt the email if the recipient domain is not secure

• The secure domain list will be maintained within the NHSmail platform, centrally, and be fully aligned to accredited Cabinet Office secure email domains.

• Simpler for users to remember – anything being sent to an email address that does not end in @nhs.net should use [SECURE] in the subject line

• Guidance and communications will be cascaded when this is ready to go live to align with 1 April 2017 Cabinet Office changes.

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Questions?

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www.digital.nhs.uk @nhsdigital enquiries@nhsdigital.nhs.uk 0300 303 5678