> For the complete documentation index, see [llms.txt](https://docs.aohwv.dev/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.aohwv.dev/administration/users.md).

# Users

This guide covers how to view user information, manage individual user sync settings, and handle special cases in CloudSync.

## Finding Users

### Quick Search

Use the search bar at the top of any page:

{% stepper %}
{% step %}

#### Open search

Click the search icon or press `Ctrl+K` (Windows) / `⌘+K` (Mac)
{% endstep %}

{% step %}

#### Enter terms

Type a user's name, email, or employee ID
{% endstep %}

{% step %}

#### Select result

Select the user from results
{% endstep %}
{% endstepper %}

Search supports:

* Full name ("John Smith")
* Partial name ("Joh")
* Email address ("<john.smith@company.com>")
* Employee ID ("E12345")

### Advanced Search

For complex searches:

{% stepper %}
{% step %}

#### Open Users

Go to **Users** from the sidebar
{% endstep %}

{% step %}

#### Advanced Search

Click **Advanced Search**
{% endstep %}

{% step %}

#### Add filters

Add filter criteria:

| Filter        | Options                   | Example       |
| ------------- | ------------------------- | ------------- |
| Department    | Dropdown list             | "Engineering" |
| Status        | Active, Inactive, Pending | "Active"      |
| Sync Status   | In Sync, Error, Pending   | "Error"       |
| Location      | Dropdown list             | "New York"    |
| Last Synced   | Date range                | "Last 7 days" |
| {% endstep %} |                           |               |

{% step %}

#### Apply

Click **Search** to apply filters
{% endstep %}

{% step %}

#### Save

Use **Save Search** to reuse later
{% endstep %}
{% endstepper %}

***

## User Detail View

Click any user to see their details:

```
┌─────────────────────────────────────────────────────────────────┐
│  John Smith                                           ✅ In Sync │
│  john.smith@company.com                                          │
├─────────────────────────────────────────────────────────────────┤
│                                                                  │
│  Source: Workday HR                  Last Synced: 2 hours ago   │
│  Employee ID: E12345                 Entra ID: a1b2c3d4-...     │
│                                                                  │
│  ┌─────────────────────────┐  ┌─────────────────────────────┐   │
│  │  HR SYSTEM DATA         │  │  ENTRA ID DATA              │   │
│  │                         │  │                             │   │
│  │  Department: Engineering│  │  Department: Engineering    │   │
│  │  Title: Sr. Developer   │  │  JobTitle: Sr. Developer    │   │
│  │  Manager: Jane Doe      │  │  Manager: jane.doe@...      │   │
│  │  Location: New York     │  │  Office: New York           │   │
│  │  Start Date: 2022-01-15 │  │  Created: 2022-01-14        │   │
│  └─────────────────────────┘  └─────────────────────────────┘   │
│                                                                  │
└─────────────────────────────────────────────────────────────────┘
```

### Key Sections

**Header:**

* User name and email
* Overall sync status indicator
* Quick action buttons

**Source vs. Target Comparison:**

* Side-by-side view of HR data and Entra ID data
* Highlights any differences
* Shows which attributes are synced

**Sync History:**

* Recent sync operations for this user
* What changed each time
* Success/failure status

**Group Memberships:**

* Current groups in Entra ID
* Groups pending sync
* Groups removed

***

## User Status Indicators

| Status       | Icon | Meaning                      | Action Needed              |
| ------------ | ---- | ---------------------------- | -------------------------- |
| **In Sync**  | ✅    | Data matches between systems | None                       |
| **Pending**  | 🕐   | Changes waiting to sync      | Wait for next sync         |
| **Warning**  | ⚠️   | Synced with minor issues     | Review warnings            |
| **Error**    | ❌    | Sync failed for this user    | Fix and retry              |
| **Excluded** | ⏹️   | Intentionally not syncing    | Remove exclusion if needed |

***

## User Actions

### Sync Now

Force an immediate sync for this user:

{% stepper %}
{% step %}

#### Open details

Open the user detail view
{% endstep %}

{% step %}

#### Trigger

Click **Sync Now** button (top right)
{% endstep %}

{% step %}

#### Confirm

Confirm the action
{% endstep %}

{% step %}

#### Results

View sync results
{% endstep %}
{% endstepper %}

Use cases:

* Urgent access needed
* Testing configuration changes
* After fixing data issues

### Exclude from Sync

Prevent a user from being synced:

{% stepper %}
{% step %}

#### Open details

Open the user detail view
{% endstep %}

{% step %}

#### Choose action

Click **Actions** → **Exclude from Sync**
{% endstep %}

{% step %}

#### Provide reason

Enter a reason (required for audit)
{% endstep %}

{% step %}

#### Confirm

Confirm
{% endstep %}
{% endstepper %}

When to exclude:

* Test accounts that should not sync
* Special service accounts
* Users managed manually for specific reasons

### Resume Sync

Re-enable sync for an excluded user:

### Open details

Open the user detail view

### Choose action

Click **Actions** → **Resume Sync**

### Confirm

Confirm

The user will sync on next scheduled run.

### View Audit Log

See complete history for this user:

### Open details

Open the user detail view

### Audit Log tab

Click **Audit Log** tab

### Review

View chronological list of all changes

Audit log shows:

* Every attribute change with before/after
* Timestamp and sync job reference
* Any errors or warnings
* Manual actions taken

### Compare Data

See side-by-side comparison with highlighting:

### Open details

Open the user detail view

### Compare

Click **Compare** button

### Review

View differences between source and target

Color coding:

* 🟢 Green: Values match
* 🟡 Yellow: Values differ (pending sync)
* 🔴 Red: Value missing or error

***

## Handling User Issues

### User Has Sync Error

**Symptom:** User shows ❌ Error status

{% stepper %}
{% step %}

#### Open details

Click the user to view details
{% endstep %}

{% step %}

#### Sync History

Scroll to **Sync History** section
{% endstep %}

{% step %}

#### Find failure

Find the failed sync entry
{% endstep %}

{% step %}

#### Expand

Click to expand error details
{% endstep %}

{% step %}

#### Note

Note the error message
{% endstep %}
{% endstepper %}

Common errors and fixes:

| Error                  | Cause              | Fix                    |
| ---------------------- | ------------------ | ---------------------- |
| "Invalid email format" | Bad email in HR    | Fix email in HR system |
| "Manager not found"    | Manager not synced | Sync manager first     |
| "Duplicate user"       | Email conflict     | Resolve duplicate      |
| "API rate limit"       | Too many requests  | Will auto-retry        |

### User Data Doesn't Match

**Symptom:** Entra ID has different data than HR

{% stepper %}
{% step %}

#### Compare

Click **Compare** to see differences
{% endstep %}

{% step %}

#### Verify

Verify which value is correct
{% endstep %}

{% step %}

#### Fix HR if needed

If HR is wrong: Fix in HR, wait for sync
{% endstep %}

{% step %}

#### Fix Entra if needed

If Entra is wrong: Run **Sync Now** for this user
{% endstep %}
{% endstepper %}

Note: Entra ID is overwritten by HR data. If HR is wrong, fix it there first.

### User Missing from Entra ID

**Symptom:** User exists in HR but not in Entra ID

Possible causes:

1. User is excluded from sync scope
2. User missing required fields
3. Sync hasn't run yet
4. User was filtered by rules

{% stepper %}
{% step %}

#### Search

Check if user is in CloudSync: **Users** → Search
{% endstep %}

{% step %}

#### Not found

If not found: Check sync scope settings
{% endstep %}

{% step %}

#### Found with error

If found with error: Review error details
{% endstep %}

{% step %}

#### Pending

If found pending: Wait for next sync
{% endstep %}
{% endstepper %}

### User Shouldn't Have Been Deleted

**Symptom:** User was removed from Entra ID unexpectedly

{% stepper %}
{% step %}

#### Recent deletions

Go to **Status** → **Recent Deletions**
{% endstep %}

{% step %}

#### Find record

Find the user and deletion timestamp
{% endstep %}

{% step %}

#### Check HR

Check if HR marked them as terminated
{% endstep %}

{% step %}

#### Restore HR if mistake

If mistake: Restore in HR first
{% endstep %}

{% step %}

#### If HR correct

If HR is correct: User will remain deleted
{% endstep %}
{% endstepper %}

Recovery:

* Entra ID soft-deletes users for 30 days
* Can restore from Azure AD Deleted Users
* Fix HR data to prevent re-deletion

***

## Bulk Actions

### Export Users

Export user data for reporting:

{% stepper %}
{% step %}

#### Open Users

Go to **Users**
{% endstep %}

{% step %}

#### Apply filters

Apply filters if needed
{% endstep %}

{% step %}

#### Export

Click **Export** button
{% endstep %}

{% step %}

#### Choose format

Choose format: CSV or Excel
{% endstep %}

{% step %}

#### Download

Download file
{% endstep %}
{% endstepper %}

### Bulk Exclude

Exclude multiple users at once:

{% stepper %}
{% step %}

#### Open Users

Go to **Users**
{% endstep %}

{% step %}

#### Select users

Check boxes for users to exclude
{% endstep %}

{% step %}

#### Bulk action

Click **Bulk Actions** → **Exclude Selected**
{% endstep %}

{% step %}

#### Provide reason

Enter reason
{% endstep %}

{% step %}

#### Confirm

Confirm
{% endstep %}
{% endstepper %}

### Bulk Sync

Force sync for multiple users:

### Open Users

Go to **Users**

### Select users

Check boxes for users to sync

### Bulk action

Click **Bulk Actions** → **Sync Selected**

### Confirm

Confirm

View progress in Active Syncs.

***

## User Reports

### Available Reports

| Report                | Content                        | Use Case           |
| --------------------- | ------------------------------ | ------------------ |
| **All Users**         | Complete user list with status | General overview   |
| **Sync Errors**       | Users with failed syncs        | Troubleshooting    |
| **Recently Changed**  | Users modified in date range   | Audit              |
| **Pending Deletions** | Users to be removed            | Review before sync |
| **Excluded Users**    | Manually excluded users        | Maintenance        |

### Running Reports

{% stepper %}
{% step %}

#### Open Reports

Go to **Reports** → **Users**
{% endstep %}

{% step %}

#### Select

Select report type
{% endstep %}

{% step %}

#### Set parameters

Set parameters (date range, department, etc.)
{% endstep %}

{% step %}

#### Generate

Click **Generate**
{% endstep %}

{% step %}

#### View or download

View in browser or download
{% endstep %}
{% endstepper %}

### Scheduling Reports

Automatically receive reports:

{% stepper %}
{% step %}

#### Open schedules

Go to **Reports** → **Schedules**
{% endstep %}

{% step %}

#### New schedule

Click **New Schedule**
{% endstep %}

{% step %}

#### Select report

Select report and parameters
{% endstep %}

{% step %}

#### Frequency

Set frequency (daily, weekly, monthly)
{% endstep %}

{% step %}

#### Recipients

Add recipient email addresses
{% endstep %}

{% step %}

#### Save

Save
{% endstep %}
{% endstepper %}

***

## Related Topics

* [Users and Groups](broken://pages/T6FdZ9tELFffsuT4Rqfj) - What gets synced
* [Settings](/administration/settings.md) - System-wide configuration
* Sync issues - Common problems


---

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