User Management and License Optimizer for Jira and ConfluenceUser Management and License Optimizer for Jira and Confluence

Overview

The User Browser is the central feature of User Management & License Optimizer that provides a unified view of all users across your Atlassian organization. It combines powerful search capabilities with comprehensive user information display, making user management efficient and intuitive.

What is the User Browser?

The User Browser is a sophisticated interface that aggregates user data from all connected Atlassian sites (Jira, Confluence, Bitbucket, etc.) into a single, searchable table. It provides administrators with:

  • Complete visibility of all users across the organization with multi-site indicators

  • Real-time search and advanced filtering capabilities

  • Detailed user information including ALL sites, groups, roles, and intelligent activity tracking

  • Bulk operation support for efficient user management at scale

  • Saveable filter combinations for automated tasks and recurring operations

Key Benefits

Centralized Management

Instead of switching between multiple Atlassian products to manage users, the User Browser provides a single interface for all user-related tasks. Even when viewing a specific site, you can see all sites where each user has access, preventing accidental changes.

Time Savings

  • Quickly identify inactive users with flexible time ranges (3 days to 6 months)

  • Find specific user groups or roles across all sites

  • Perform bulk operations on hundreds of users at once

  • Save and reuse complex filter combinations

Enhanced Visibility

  • See which sites each user has access to - ALL sites are always visible in the table

  • Understand complete group memberships with expandable views

  • Track user activity with context-aware last active dates

  • View user status (Active, Suspended, Deactivated, etc.)

Improved Compliance

  • Monitor external user access via email domain filtering

  • Identify users by specific roles (Customer, Guest, Contributor)

  • Track Jira Administration access separately

  • Export results for audit documentation

Interface Overview

The User Browser interface consists of several key components:

  • Site Selector (Top) - Switch between "All Sites" or specific site views

  • Synchronizes with filters - Site selector and site filter stay in sync

  • User Browser Tab - Active when viewing the User Browser

Filter Panel (Left Side)

  • Search bar for username/email (partial matches supported)

  • Inactivity filter - Multiple time ranges from 3 days to 6 months

  • Atlassian Apps - Filter by product access, including Jira Administration

  • Not in Atlassian Apps - Filter by missing product access, including Jira Administration

  • User Roles - Filter by roles like Admin, Customer, User Access Admin

  • Group filters - Both included and excluded groups

  • Site filter - Single site selection

  • Email domains - Multi-select for domain filtering

  • Filter management buttons - Save, Load, Reset

User Table (Main Area)

  • Sync Users button - Manual data synchronization

  • Selection checkboxes - For bulk operations

  • User column - Clickable names to access Atlassian admin

  • Site column - Shows ALL sites (not just filtered site)

  • Groups column - Expandable with +/- buttons

  • Apps column - Product icons with hover details

  • Roles column - User roles across products

  • Last Active - Intelligent date based on context

  • Status - Current user status

  • Action menu (⋮) - Quick access to user management

Interactive Elements

  • Expandable content - Plus (+) and minus (-) buttons for long lists

  • Hover information - Detailed tooltips on sites, groups, apps, and roles

  • Pagination controls - 10, 25, 50, or 100 users per page

  • Bulk Operations button - Appears when users are selected

Core Functionality

Multi-Site Aggregation

The User Browser automatically pulls data from all connected sites in your Atlassian organization:

  • Shows users from multiple Jira, Confluence, and other product instances

  • Displays site codes (e.g., CLOUD-AI-APPS1, CLOUD-AI-APPS2)

  • Important: Site column ALWAYS shows all sites where user exists, regardless of filters

Intelligent Last Active Dates

The Last Active column adapts based on your current context:

  • No filters: Global last activity across all products

  • Site + App selected: Activity for that specific app

  • Site only: Last activity for that site

  • Never active: Shows user creation date

  • Updates every 24 hours via sync

Smart Display Features

The interface intelligently handles large amounts of data:

  • Expandable lists with "+N" indicators showing count of hidden items

  • Hover tooltips displaying full names and details

  • Efficient pagination for thousands of users

  • Context preservation when filtering

Common Use Scenarios

License Optimization

  1. Set inactivity filter to "6 months"

  2. Add expensive product filter (e.g., Jira Service Management)

  3. Review filtered users

  4. Select all for bulk access removal

  5. Save filter as "Quarterly License Review"

Security Compliance

  1. Filter by external email domains

  2. Add "Customer" or "Guest" role filter

  3. Exclude internal security groups

  4. Review access levels

  5. Export results for audit

Department Management

  1. Filter by department group inclusion

  2. Check for missing standard groups

  3. Verify appropriate app access

  4. Bulk add to required groups

Admin Access Review

  1. Filter by "Admin" or "Site Admin" roles

  2. Include "Jira Administration" app filter

  3. Review admin permissions

  4. Document for compliance

Getting Started

To begin using the User Browser effectively:

  1. Access User Management & License Optimizer from your Atlassian instance

  2. Click User Browser in the top navigation

  3. Note the site selector - defaults to "All Sites"

  4. Observe the user count - "No users are selected!"

  5. Apply initial filters to focus your view

  6. Save useful filter combinations for future use

Best Practices

Understanding Site Display

Remember that the Sites column ALWAYS shows all sites where a user exists, even when you're filtered to a specific site. This prevents accidentally removing access thinking a user only exists in one site.

Efficient Filtering

  1. Start with broad filters (site, app)

  2. Add specific filters (groups, roles)

  3. Use email domains for external users

  4. Combine filters for precision

Leveraging Saved Filters

Saved filters are essential for:

  • Automated tasks (they're required as triggers)

  • Recurring reviews

  • Complex filter combinations

  • Team standardization

Key Features to Remember

Always Visible Information

  • Site column shows ALL user sites regardless of filter

  • Hover provides complete details without clicking

  • Status reflects current user state immediately

Context-Aware Behavior

  • Last Active dates change based on selected filters

  • Site selector syncs with site filter

  • Selection state persists during operations

Bulk Operation Readiness

  • Checkbox selection enables bulk operations

  • "Select all remaining users" for large sets

  • Multiple operations can be combined