The Users tab under Settings → Manage Users & Roles can be filtered by organization and by user role. Both filters live in the same panel behind the Filters button, and they can be used on their own or together. The tab is available to anyone who can manage users, which is admins and managers.
The organizations offered in the filter are the ones you have access to. Filtering narrows the list of users you can already see; it does not make additional users visible.
Prerequisites
Access to the Users tab under Settings → Manage Users & Roles, which anyone who can manage users has.
For the Organizations filter, at least one organization set up in your tenant, so there is something to filter by.
Steps
Opening the filter panel
Go to Settings → Manage Users & Roles and open the Users tab.
Click Filters at the top right of the page. The panel opens with two collapsed sections, Organizations and User roles. Expand whichever one you want to filter by, using the steps below.
Filtering by organization
Expand the Organizations section.
Find the organizations you want. Use the search box to look one up by name, or scroll the hierarchy, where sub-organizations are indented beneath their parent organization.
Select the checkbox next to each organization you want to include. Selecting a parent organization also selects every sub-organization listed beneath it.
To include people who do not belong to any organization, select Unassigned. This option appears only when your access covers users who have no organization.
To select every organization in the list at once, click Select All.
Filtering by user role
Expand the User roles section. It lists every role in your tenant, the five system roles and any custom roles, each with a checkbox. There is no search box in this section.
Select the checkbox next to each role you want to include. You can select more than one, and the list narrows to users who hold any of the selected roles.
To select every role at once, click Select All.
Applying and clearing
Close the panel when you are done. There is no Apply button, so selections in either section take effect as you make them.
To remove the filters later, reopen the panel and click Clear All.
Expected Outcome
The user list shows only the people who match your selections, and the Filters button shows a count of the filters currently applied. Because both sections sit in the same panel, you can narrow the list by organization, by role, or by both at once, for example the Reviewers within a single sub-organization.
Your selections persist if you reload the page, so returning to the Users tab keeps the same filtered view until you clear it.
Which organizations you see
The Organizations section lists the organizations available to you, which depends on your role and on the organizations you are assigned to.
Your role | What the Organizations section lists |
Admin | Every organization in the tenant |
Manager | Every organization in the tenant |
A custom role that can manage users, with organizations assigned | Only the organizations assigned to you. A parent organization appears when you hold one of its sub-organizations, so that the sub-organization can be shown in place beneath it. Selecting that parent filters to the sub-organizations you hold, not to the parent's own users or to sub-organizations you do not hold |
A custom role that can manage users, with no organizations assigned | Every organization in the tenant |
Review roles | Not applicable. These roles cannot manage users, so the Users tab is not available to them |
Self-Service Access on an organization limits which documents people see, not which organizations appear in a filter, so a self-service organization is still listed here.
Unassigned is listed only when your access includes users who do not belong to any organization.
Common Issues
Issue | Cause | Resolution |
An organization you expect is missing from the list | Your role is scoped to particular organizations, so the section lists only those | Ask an administrator to assign you to that organization, or to run the filter for you |
Unassigned is not offered | Your access does not include users who have no organization | Ask an administrator with wider access to look up unassigned users for you |
Selecting a parent organization returns fewer users than expected | Selecting a parent selects the sub-organizations listed beneath it, and users held directly by a parent you cannot access are not included | Select the specific sub-organizations you need, or ask an administrator with wider access |
No users are listed after selecting both an organization and a role | The two sections narrow the list together, so only users matching both selections remain | Clear one of the two sections and reapply it, or widen the selection |
The list is still filtered when you come back to the page | Filter selections persist across page reloads | Open Filters and click Clear All |
Nothing appears to happen after making a selection | Selections apply immediately and there is no Apply button, so there is no confirmation step to complete | Check that the checkbox is selected and look at the filter count on the Filters button |
Notes
Selections apply immediately in both sections. There is no Apply button.
Filter selections persist across page reloads, so use Clear All when you want the full list back.
Clear All resets both sections, not just the one you are looking at.
Both sections accept more than one selection and offer Select All, and the count on the Filters button covers the filters applied across both.
The two sections are not laid out the same way. Organizations has a search box, the Unassigned option, and the parent and sub-organization hierarchy. User roles is a flat list of the roles configured in your tenant, with no search box.
Selecting a parent organization selects the sub-organizations listed beneath it.
Organization filtering follows the same access rules as the user list itself, so it can only narrow what you can already see.
Unassigned matches users who are not assigned to any organization. Leaving a user's organization assignment empty does not scope that user to anything, so assign organizations explicitly whenever you intend to restrict someone.
The User roles section lists custom roles alongside the system roles, so you can filter the list down to everyone holding a particular custom role before editing or reassigning it.
Related Articles
User Management - the Users and Roles tabs under Settings → Manage Users & Roles
Types of Users and Their Roles - the five system roles and what each one covers
Creating and Managing Custom Roles - building a reusable role on the Roles tab