Multi-Site Views

User Management & License Optimizer's multi-site capability is one of its most powerful features, allowing administrators to manage users across multiple Atlassian sites from a single interface. This guide explains how to effectively use multi-site views in the User Browser with special attention to the unique site visibility behavior.

Understanding Multi-Site Architecture

What are Sites?

In Atlassian Cloud, a site is a container that holds instances of Atlassian products under your organization. Key points:

• Unique site URL: Each site has its own identifier (e.g., CLOUD-AI-APPS1, CLOUD-AI-APPS2)

• Multiple products per site: A single site can contain Jira, Confluence, JSM, and other products

• One instance per product: Each site can only have ONE instance of each product type

• Shared user base: In modern Atlassian Cloud, users exist at the organization level

Organization vs Sites Structure

The Site Selector

The site selector in the top-right corner is your primary control for site-based views.

Location and Behavior

• Position: Top navigation bar

• Default: "All Sites" - showing users from entire organization

• Synchronized: Automatically syncs with the site filter in the filter panel

• Persistent: Selection remains active as you navigate

Site Selector Options

• All Sites (default): Complete organizational view

• Individual Sites: Focus on specific site (e.g., CLOUD-AI-APPS1)

• Real-time sync: Changes update both selector and filter

Critical Site Display Behavior

The Universal Site Visibility Rule

IMPORTANT: The Sites column in the user table ALWAYS shows ALL sites where a user has access, regardless of which site filter is selected. This is intentional design to prevent accidental access removal.

Why This Matters

When you filter to view "CLOUD-AI-APPS1":

• The table shows users who have access to CLOUD-AI-APPS1

• BUT the Sites column still displays ALL sites for each user

• Example: User shows CLOUD-AI-APPS1 AND CLOUD-AI-APPS2

This ensures administrators always see the complete access picture before making changes like deactivation.

Visual Example

Viewing Modes Explained

All Sites View (Default)

Shows aggregate data from your entire organization:

• Complete user list: Every user in the organization

• All site access: Full visibility of who has access where

• Cross-site patterns: Identify users with multi-site access

• Global operations: Bulk actions affect all sites

Best Used For:

• Initial assessments and audits

• Organization-wide license optimization

• Finding users regardless of site

• Understanding total user footprint

• Cross-site security reviews

Single Site View

Focused view when specific site selected:

• Filtered user list: Only users with access to the selected site

• Site-specific context: Activity dates for that site

• BUT retains full site visibility: Sites column still shows all user sites

• Targeted management: Focus on site-specific issues

Best Used For:

• Site-specific user management

• Team-based administration

• Troubleshooting site access

• Department-specific reviews

• Compliance for specific sites

Understanding the Sites Column

What It Shows

The Sites column provides complete visibility:

• All sites where user exists (not just filtered site)

• Site codes: CLOUD-AI-APPS1, CLOUD-AI-APPS2, etc.

• Expandable view: Click +N to see all sites

• Hover details: Full site information on hover

Interactive Elements

• Plus button (+N): Shows count of additional sites

• Minus button (-): Collapses expanded view

• Hover tooltips: Displays complete site names

• Always complete: Never hides sites based on filter

Last Active Date Intelligence

The Last Active date adapts based on site selection:

Context-Aware Behavior

• All Sites selected: Shows global last activity across all products

• Specific Site selected: Shows last activity within that site only

• Site + App selected: Shows activity for that specific app in that site

• Never active: Displays user creation date

This intelligent behavior helps you understand activity in the right context.

Multi-Site Management Scenarios

1. Cross-Site Access Audit

Goal: Identify users with excessive site access

Process:

1. Select "All Sites" view

2. Look for users with multiple sites in Sites column

3. Expand with + button to see all sites

4. Question if users need access to all listed sites

5. Use bulk operations to remove unnecessary access

2. Site-Specific Cleanup

Goal: Remove inactive users from development site

Process:

1. Select "CLOUD-AI-APPS2" (dev site) from selector

2. Add "Inactive for 6 months" filter

3. Note: Sites column still shows if users have production access

4. Carefully review before removing access

5. Ensure production access isn't affected

3. New Site User Migration

Goal: Grant users access to newly created site

Process:

1. View "All Sites" to see current distribution

2. Filter by groups needing new site access

3. Use bulk operations to add site access

4. Verify by switching to new site view

5. Confirm users appear with correct access

4. Security Compliance Review

Goal: Ensure contractors only have dev site access

Process:

1. Filter by contractor email domains

2. Review Sites column for each contractor

3. Look for unexpected production site access

4. Remove production access via bulk operations

5. Document compliance

Site-Specific Features

How Filters Adapt to Site Selection

When you select a specific site:

• User list: Filtered to users with that site access

• Last Active: Shows activity for that site's products

• Product filter: All products still visible (organization-wide)

• Groups: Remain organization-wide (not site-specific)

• Sites column: ALWAYS shows all user sites

Site Synchronization

The platform maintains consistency:

• Top selector ↔ Filter panel: Always in sync

• Persistent selection: Maintained during navigation

• Clear indication: Selected site highlighted

Best Practices for Multi-Site Management

1. Always Check Site Column

Before any user action:

• Review ALL sites shown in Sites column

• Don't assume single site based on filter

• Understand full impact of changes

• Document multi-site users

2. Use Appropriate View

For broad operations: Use "All Sites"

• License optimization

• Security audits

• New user discovery

• Cross-site reporting

For focused work: Use specific site

• Team management

• Site-specific cleanup

• Targeted troubleshooting

• Department operations

3. Leverage Site Intelligence

• Understand Last Active context changes

• Use site filter to reduce noise

• But always verify complete access

• Save site-specific filter combinations

Common Pitfalls and Solutions

Pitfall 1: Assuming Filtered Site = Only Site

Mistake: Thinking users only exist in filtered site
Reality: Sites column shows ALL sites
Solution: Always check Sites column before changes

Pitfall 2: Forgetting Site Sync

Mistake: Changing filter without noting selector
Reality: Both stay synchronized
Solution: Use either control - they're linked

Pitfall 3: Misunderstanding Last Active

Mistake: Thinking date is always global
Reality: Date context changes with filters
Solution: Understand current context

Integration with Other Features

Bulk Operations

• Respect current site view

• But remember: users may have other sites

• Removal affects only selected products

• Always verify scope

Automated Tasks

• Can use site-specific saved filters

• Rules apply based on filter criteria

• Site selection included in automation

• Regular site-based operations possible

Sync Functionality

• Syncs all sites simultaneously

• Updates reflected across views

• Site selection doesn't limit sync

• Global operation regardless of view

Security Considerations

Site-Based Access Control

• Principle: Limit site access to need-to-know

• Implementation: Regular site access reviews

• Monitoring: Watch for scope creep

• Documentation: Clear site purpose definitions

Compliance Requirements

• Track who has multi-site access

• Document business justification

• Regular attestation of site needs

• Audit trail of access changes

Quick Reference

Key Behaviors to Remember

1. Sites column = Always all sites (regardless of filter)

2. Site selector = Site filter (synchronized)

3. Last Active = Context-aware (changes with selection)

4. Bulk operations = Current view scope (but see all sites)

Decision Tree