When in the Manage Users section of the site you may be looking at all of the users in your site and want to limit the results visible on the screen. This could be for reporting purposes, to manage a set of users, to get a better understanding of the types of users in your, and more. This article is dedicated to explaining how to apply filters to your users to view the users needed for the action you are performing.

In this Article...

Overview

Throughout this article, we will be referring to various icons and menus that are used to create, manage and apply filters users. Below is a summary of these components as well as a brief description of what they do and where to locate them.

Filter	Definition
User Role Filters	Filters available within Manage Users that are available to all administrators by default and cannot be deleted. These filters are used to display users associated with the chosen role.
Custom Filters	Filters created using the Custom Filter builder. Custom filters can be saved for later use and shared with other administrators.
Your Custom Filters	Custom filters that are saved for later use, but not shared with other administrators. Access Your Custom Filters by selecting the dropdown menu appended to the New Custom Filter icon.
Shared Custom Filters	Custom filters that are saved for later use and shared with other administrators. Access Shared Custom Filters by selecting the dropdown menu appended to the New Custom Filter icon.

User Role Filters

Within Manage Users, administrators can make use of the User Role Filters found at the top of the page. While the ALL tab is selected, all users will be displayed within the results. Any custom filters applied to the user results will be pulling users from all roles within your site. When any other role is selected, only users belonging to that role will be displayed and any custom filters applied are applied after the user role filter is considered.

A user belonging to multiple roles will be displayed when any of their roles are selected as a filter. For example, if a user is an applicant and a reviewer, they will appear in three user role filters: ALL, APPLICANTS, and REVIEWERS.

To apply a user role filter:

Go to Manage Users
Select a user role to apply to the list of users within your site

Custom Filters

What is a Custom Filter?
How to Add Custom Filters
How to Remove a Custom Filter
How to Apply Multiple Filters

What is a Custom Filter?

Custom filters are used to filter results in a variety of areas throughout an SM Apply site. When applying a filter to the Manage Users page the custom filter will display results that satisfy all applied conditions within the filter. A single filter can consist of multiple conditions to target specific users.

There are three menus use to create a custom filter. The chart below provides a description of the terminology used to describe the custom filter builder within Manage Users and references an example of a custom filter which would pull all of the users who have selected English as the preferred language for their user profile.

Label Number	Menu	Example:
1	Condition	Language Preference
2	Matching parameter	Equals
3	Value/Target	English

How to Add Custom Filters

When viewing user profiles from the Manage Users page you may wish to apply a custom filter to your list of users.

To add a custom filter:

Select New Custom Filter
Choose your condition
Select your matching parameter
Set the required value
Select Apply

The example above demonstrates how to apply a custom filter to retrieve users who signed up before a specific date.

Once the filter has been applied, a banner will appear titled with a short summary of the filter below the Condition menu.

TIP! Interested in saving your custom filter for future use? See How to Save/Manage Custom Filters for more details.

How to Remove a Custom Filter

When a filter has been applied it will appear as a summarized banner directly below the custom filter builder. Removing a filter can be done by selecting the X within the banner of the filter(s) you would like to remove from the page.

How to Apply Multiple Filters

In some cases, more than one filter will be needed in order to retrieve a certain set of users in your results list.

To add multiple filters:

Add your first filter following the steps above or select a Saved Custom Filter
Select the Condition dropdown to begin creating the next filter
Select Apply
Repeat as necessary

Basic Filters

The following filters are selected in the condition portion of your custom filter within Manage Users. The value of the filter will vary depending on the filter selected.

Filter	Description
First Name	Filter for users with a certain character sequence in their first name.
Last Name	Filter for users with a certain character sequence in their last name.
Email	Filter by a character sequence in the user's email address. This is helpful when searching for users with a certain email domain.
Applicant Id	Search for applicants with a specific character sequence in their applicant Id. Applicant Ids are unique to each user.
Last active in the system	Search for users who have been active within a certain time frame. For example: apply a filter to view users who have not been active in the site for over one year.
Roles	Pull users associated with certain roles.
User status	Filter by user status to pull users who are listed as active, deactivated, invited, or unverified. Consider the following when using this type of filter: Active Users: registered and verified the email address on their account. Deactivated: users that were deactivated by an administrator in the site. Invited: users that have been invited to collaborate on an application. Unverified: users that have registered as a user, but have not verified their email address.
Sign up date	Find users who registered for their profile on a specific date, within a date range, or before/after a specific date.
Language preference	Search for users who have set a specific language preference.
Time zone	Search for users who have set a specific time zone for their profile.

Custom Field Filters

Custom Fields that target a user role will be available for selection to use as a custom filter within the Basic category to assist in filtering users within your site.

For more information regarding Custom Fields, please see our documentation on How to Create a Custom Field.

Applicant Filters

The following filters are selected in the condition portion of your custom filter within Manage Users and are used to filter users by applicant attributes. The value of the filter will vary depending on the filter selected.

Filter	Description
Has application for # of programs	Apply this filter to display users who are applicants with applications in a specific number of programs.
Has been awarded for # of programs	Use this filter to display users who are applicants and have a specific number of applications that have been marked as awarded.
Has been declined for # of programs	Use this filter to display users who are applicants and have a specific number of applications that have been marked as declined.

Reviewer Filters

The following filters are selected in the condition portion of your custom filter within Manage Users and are used to filter users by reviewer attributes. The value of the filter will vary depending on the filter selected.

Filter	Description
Assigned to applications in program	This filter will display users who have been assigned applications to review in selected programs
Reviewer teams	Apply this filter to display users who are a member of selected reviewer teams

Recommender Filters

The following filters are selected in the condition portion of your custom filter within Manage Users and are used to filter users by recommender attributes. The value of the filter will vary depending on the filter selected.

Filter	Description
Has recommendation for # of programs	Apply this filter to search for recommenders who have been selected to provide a recommendation for a specific number of programs.

Filter Matching Parameters

The matching parameter (2) is used to specify how the user profiles are associated with the value/target (3) in relation to the selected condition (1). Available matching parameters are dependent on the condition selected.

NOTE: The numbering above describes the location of the feature as shown in the example below.

Parameter Type	Parameters Given
Containment parameters	Equals Does not equal Contains Does not contain
Completion parameters	Equals Not Equals Is one of Is not one of
Date parameters	Is before Is after Is exactly