Other Actions for LAs

This page provides general guidance on common actions administrators may need to take when supporting users. It includes information on key processes, common practices, and important considerations.

Licensing

Once you start the Unite Journey, Local Administrators will be required to ensure licensing is up to date or purchased in preparation to the transition. The below steps act as an overview for purchasing and setting up licensing from Microsoft.

1. Organisation/Trust will need to purchase their licences from Microsoft.
2. Organisation/Trust will engage with Microsoft to get them enabled in the Shared Tenant.
3. Organisation/Trust will be required to fill in this form to get the licences onboarded into the NHSmall Portal (once click on submit it creates a service request).
4. The NHSmail Portal Team will pick service request up, add the licences into the Database and assign them to the org.
5. The NHSmail Portal Team will need to close the service request – this will notify the requestor via Email.
6. Organisation/Trust to login into NHSmail Portal, create policies and assign them to users.

Generating Admin Reports to track AUP and MFA: 

Local Administrators (LAs) are enabled to use the NHSMail ‘Reports’ feature to generate and export reports of users and resources within their environment. This functionality can be used to track users within the organisation that have successfully enabled their NHS.net account, including accepting the Acceptable Use Policy (AUP) and setting up Multi-Factor Authentication (MFA) and account secrets. 

1. Sign in to the NHSMail Admin Portal: https://portal.nhs.net/Admin. 

2. Select ‘Reports’ from the top task bar. 

3. Select the ‘Target Organisation’ using the dropdown box. 

4. Select the report to generate using the ‘Reports’ dropdown box. To track AUP and MFA, select ‘Mailbox Report. 

5. Select ‘Generate Report’. 

6. The report itself will take up to 10 minutes to download. Once the download has complete, you will see it appear as a .csv file. 

7. If a Mailbox Report has been generated: the file will contain the fields ‘MFA Status’, ‘AUP Status’, ‘Last Login’ and ‘Account Secret’. These can be used to track users who have successfully enabled their NHS.net accounts. 

Disable a User Account

There are a number of reasons as to why an account might need to be enabled or disabled. An account may be disabled if, for example, a user is on long-term absence. The account will be disabled for 18 months, after which it will go through the normal deletion cycle. An account will need to be enabled when a user returns to their Trust/Organisation.

1. Click Admin in the navigation bar at the top of the screen and select User Management from the drop down menu
2. Use the search box to find the account you wish to disable.
3. Click on the user’s Display Name to open the User Details page
   • Note: Refer to the Searching for an Entry article from the NHS.net Portal for more information
4. Click Disable in the Actions box
   • Once the account has been disabled you will see the status of the account switch to Disabled
5. Click Update at the bottom of the page

When you have disabled an account – upon the users return you will have the option to enable the account.

Marking Leavers and Joiners

Marking a Leaver

When a user is leaving your Trust/Organisation to move to another which is also using NHS.net, their email account can be transferred. To do this their account needs to be flagged as a ‘leaver’. The user’s new Organisation will be responsible for picking up on their end – marking the user as a ‘Joiner’.

Marking a user as a leaver steps:

1. Click Admin in the navigation bar at the top of the screen and select User Management from the drop down menu. Use the search box to find the account you wish to flag as a Leaver.
2. Use the search box to find the account you wish to flag as a Leaver – Refer to the Searching for an Entry article for more information
3. Click the user’s Display Name to open the User Details Page.
4. From the User Details Page, click Mark as Leaver Actions box.

If successful, a message will be displayed.

The user will receive an email to notify them that their account has been marked as a leaver as soon as the Local Administrator has marked the account as a leaver.

For further information surrounding Leavers please follow: Portal guidance – Marking a user as a Leaver

Accepting a Joiner

When a user is joining your organisation from another using NHS.net, the user will be marked as a ‘Leaver’. You will have 30 days to mark this user as a joiner into your organisation. If the user’s account is not accepted by the joining organisation within the 30 day period the account will be deleted and the email address used at the previous organisation will not be able to be created again. The user will have to request for a new email address to be set up.

Please follow the below guidance to mark a user as a ‘Joiner’.

1. Click Admin in the navigation bar at the top of the screen and select User Management from the drop down menu
2. Click on Add and then select Joiner.
3. Select your organisation from the organisation drop down menu
4. Click Add to the right of the Members box
5. Use the search box to find the user’s account you wish add as a joiner – Refer to the Searching for an Entry article for more information
6. Select the tick box to the left of the user’s Display Name
   • All users marked as Joiners to your organisation will be displayed here. You can select multiple tick boxes if there is more than one.
7. Click Select. 
8. Select Site from the drop-down menu
9. Click Complete at the bottom of the page
10. If successful, a message will be displayed.

For further information surrounding Leavers please follow: Portal guidance – Accepting a user as a Joiner