This article provides guidance for NHSmail Phone System administrators on how to assign numbers to users within their organisation through the Phone System PowerApp.
This article will cover:
Individual Number Assignment
There are two ways to assign a number to a user:
- locating the user and assigning the user a number, or
- locating the number and assigning it to a user.
Locating a User and Assigning a Number
The first method to individually assign numbers, is to first locate a user and then assign them a number.
1. Once logged into the Phone System PowerApp, select the ‘View Users’ option from the homepage.
2. To assign a number to an individual, select the user and then click on ‘Assign Number’. View the ‘Number’ column to check if the user already has a number assigned.
If the user has an existing number assigned, this will be shown in the current number box. If the user has no number assigned, this field will be blank.
3. To unassign a number select the ‘unassign from user’ button (should a number be assigned – you will need to do this before assigning a new number).
4. To assign a new number to the user, click on the preferred number from the list and then click ‘submit’.
5. After clicking ‘submit’ you will be directed to a success screen confirming the number has been assigned successfully to the user.
6. Once a number has been assigned, it may take a few hours to reflect within the end user’s Teams client (If the replication has not completed within a few hours, end users should try signing in and out of Teams)
Locating a Number and assigning it to a User
The second method to individually assign numbers, is to first locate the number and then to assign it to a user.
1. On the homepage, select the ‘Manage Numbers’
2. To assign a number to a user, select the number and then click the ‘Assign/edit’ View the ‘Status’ column to check whether your chosen number is already assigned.
3. To free the number from the currently assigned user (if required), select ‘unassign from user’.
4. To assign the number to a new user, scroll or search from the list of users without a number assigned. Select the user you wish to assign the number to.
5. Click the ‘Submit’ button to process all changes.
6. You will be directed to a success screen confirming that your assignment was successful.
Bulk Number Assignment
Phone System administrators can also assign numbers to their users in bulk. The following steps below outline how to do this:
1. From the homepage, select ‘Bulk Assign Numbers’. Alternative, from the users page (homepage > view users), select the ‘Bulk Upload – Number Assignment’
2. You will be directed to a page to upload a file to bulk assign numbers to users.
3. Here, you are provided with a downloadable bulk upload template and an attachment box. Upload the numbers and the corresponding users for assignment.
Ensure you populate the compulsory fields in the linked template provided as a .csv before attaching and uploading the file.
4. After uploading the file, click ‘Submit’ to be directed to a success screen.
5. On the success screen page, you will be provided with the option to the return to the users page to view all licensed users in your organisation.
6. To view the progress of your bulk assignment request please view the ‘Pending Actions’ page. 
Here you can view and address any unsuccessful processes.
We recommend that bulk assignment of numbers is processed in batches of 500 or less at a time. Should you try and process more than this, you may run into issues.
| Last Reviewed Date | 13/06/2022 |
