User Browser

The User Browser is your central hub for viewing and managing all user accounts across your Atlassian organization. It provides powerful search and filtering capabilities, allowing you to quickly find users, analyze their access patterns, and perform bulk operations with User Management & License Optimizer.

Overview

The User Browser displays all users in your organization in a comprehensive table view with advanced filtering options. You can view users from all sites simultaneously or filter to specific sites, making it easy to manage users across your entire Atlassian ecosystem.

Key Features

Multi-site visibility - View users from all connected sites in one place with clear site indicators
Advanced filtering - Search and filter by multiple criteria with saveable filter combinations
Bulk operations - Select and manage multiple users at once for efficient administration
Real-time sync - Keep user data up-to-date across all sites with manual sync capability
Smart activity tracking - Context-aware last active dates based on selected filters
Comprehensive user details - See all sites, groups, apps, and roles at a glance

Accessing the User Browser

Navigate to User Management & License Optimizer in your Atlassian instance
Click User Browser in the top navigation
The User Browser will load, showing all users across all sites by default

Site Selection

The site selector on the top allows you to focus on specific sites or view all sites at once.

Using the Site Selector

All Sites (default) - Shows users from all connected Atlassian sites
Individual Sites - Select a specific site to filter the view
Synchronized with Filters - The site selector automatically syncs with the site filter in the filter panel

Important: When viewing a specific site, the Sites column in the table still displays ALL sites where each user has access. This helps you understand the complete access profile before making changes like deactivation.

The filter panel provides comprehensive options to find precisely the users you need.

Search by Username or Email

Use the search bar to find users by:
- Username (partial matches supported)
- Email address (partial matches supported)
Results update in real-time as you type

Inactivity Filter

Filter users based on their last activity to identify inactive accounts:

Inactive for dropdown options:
- 3 days
- 7 days
- 14 days
- 3 weeks
- 1 month
- 6 months

This is particularly useful for license optimization and security compliance.

Atlassian Apps Filter

Filter users by their product access:

Jira - Includes Jira Software, Work Management
Jira Service Management - Service desk access
Confluence - Wiki and documentation access
Jira Product Discovery - Product management access
Jira Administration - Special filter for users with Jira admin capabilities
Additional products as connected to your organization

Note: "Jira Administration" is an Atlassian concept where administrators are managed separately and may not consume a regular product license.

Not in Atlassian Apps Filter

Filter users by non existing product access:

Jira - Includes Jira Software, Work Management
Jira Service Management - Service desk access
Confluence - Wiki and documentation access
Jira Product Discovery - Product management access
Jira Administration - Special filter for users with Jira admin capabilities
Additional products as connected to your organization

User Roles Filter

Filter by specific user roles and permission levels:

User - Standard product users
Admin - Product administrators
Guest - Limited access users
Customer - JSM customer portal users
User Access Admin - Can manage user access
Contributor - Limited contribution rights
Basic - Basic user access level
Stakeholder - View-only or limited access
Org Admin - Organization administrators
Site Admin - Site-level administrators

Group Filters

Excluded Groups

Select groups to exclude users from results
Useful for finding users NOT in standard groups
Multiple selections create an AND condition

Included Groups

Select groups to show only users in those groups
Multiple selections create an OR condition
Type to search through available groups

Site Filter

Single-select dropdown
Shows all available sites in your organization
Syncs bidirectionally with the top site selector

Email Domains Filter

Multi-select capability
Filter users by email domain (e.g., @company.com)
Useful for:
- Identifying external contractors
- Finding users from specific subsidiaries
- Managing partner access

Filter Management

Saving Filters

Saved filters are essential for automated tasks and recurring operations.

Configure your desired filter combination
Click the Save button
Enter a Filter Name (required)
Add a Description (optional but recommended)
Click Save

Important: Saved filters are required for creating Automated Tasks, as they serve as the trigger criteria.

Loading Saved Filters

Click the Load button
Browse or search your saved filters
Select a filter to apply it instantly
The active filter name appears in the filter panel

Resetting Filters

Click Reset to clear all active filters
Returns to default view showing all users
Does not affect saved filter configurations

Understanding the User Table

Sync Users Button

Purpose: Manually synchronize user data from all connected sites
When to use:
- After other administrators make changes outsside of the app
- When troubleshooting data discrepancies
Processing time: Depends on organization size

Table Columns Explained

Selection Checkbox

Select individual users for bulk operations
Header checkbox for page/all selection

User

Displays user avatar and name
Click the name to open Atlassian's user management page
Shows email address below the name

Site

Shows ALL sites where the user exists
Important: Always displays all sites, even when filtered to a specific site

Groups

Lists all groups the user belongs to
Hover to see full group names
+N button: Click to expand and see all groups
- button: Click to collapse the expanded view

Apps

Shows product icons for licensed apps
Hover over icons to see product names
Multiple products may be listed
+N indicator: Shows that additional apps exist

Roles

Displays user roles across products
Typical roles: USER, ADMIN, CUSTOMER, SITE ADMIN, ORG ADMIN
+N indicator: Shows that additional roles exist

Last Active

The Last Active date uses intelligent context-based logic:

No filters selected: Shows global last activity across all products
Specific site + app selected: Shows activity for that app only
Only site selected: Shows last activity for that site
Never active: Shows user creation date
Updates every 24 hours via sync

Status

ACTIVE - User can access assigned products
DEACTIVATED - User access removed but account exists
SUSPENDED - Temporarily blocked from all access
NOT INVITED - Account exists but not connected to organization
INVITED - Invitation sent but not accepted
CLOSED - Account deleted (rare for managed accounts)

View Edit User - Opens Atlassian admin page
Also accessible by clicking the username

Interactive Elements

Expandable Content

Plus (+) buttons: Click to show all items
Minus (-) buttons: Click to collapse
Available for Sites, Groups, Apps, and Roles columns

Hover Information

Sites: Full site names and details
Groups: Complete group names
Apps: Product names and access levels
Roles: Full role descriptions

Select rows per page: 10, 25, 50, 100
Located at the bottom of the table
Page navigation with total user count

Bulk User Selection

Selecting Users

Individual Selection

Click the checkbox next to each user
Selected count appears: "N users selected"
"Bulk Operations" button becomes active

Select All on Page

Click the header checkbox
Selects all visible users on current page
Shows "N of M users are selected"

Select All Matching Users

After selecting all on page
Click "Select all remaining N users?"
Selects ALL users matching current filters
Use with caution for large datasets

Managing Selections

Deselect individual: Uncheck specific users
Deselect all: Click header checkbox again
Clear selection: Navigate away or reset filters

Best Practices

Effective Filtering

Start broad, then narrow: Begin with site/app filters, then add specifics
Save complex filters: Reuse for regular tasks
Use domain filters: Efficiently manage external users
Combine filters: Layer multiple criteria for precision

Performance Optimization

Filter first: Reduce dataset before selecting all
Reasonable page sizes: Use 50-100 for better performance
Strategic syncing: Only sync when necessary
Off-peak operations: Run large tasks during quiet periods

Common Workflows

License Reclamation

Filter: "Inactive for 6 months"
Add app filter for expensive products
Review and select users
Use bulk operations to remove access

External User Audit

Use email domain filter for contractor domains
Filter by "Customer" or "Guest" roles
Review access levels
Document for compliance

Group Standardization

Use "Excluded Groups" to find ungrouped users
Select users missing standard groups
Bulk assign to appropriate groups
Save filter for regular checks

Integration Points

Bulk Operations: Selected users flow directly to bulk actions
Automated Tasks: Saved filters trigger automated workflows
Dashboard: Quick access from metric cards
Reports: Export filtered user lists for analysis (future Feature)

Troubleshooting

Users Not Appearing

Verify site selector and filters
Perform manual sync
Check user exists in connected sites
Clear filters and search again

Performance Issues

Reduce number of active filters
Use smaller page sizes

Filter Conflicts

Some filter combinations may return no results
Reset and apply filters one at a time
Check saved filter definitions

Sync Issues

Large organizations may take several minutes
Contact support if sync consistently fails