Sort, Search, and Filter Users
Administrators narrow the User Management list by sorting a column, filtering by access level or category, building a multi-rule advanced filter, and choosing which columns the table shows.
How do you sort the list?
Every column heading except SELECT carries a sort arrow. Click a heading to sort the list by that column, and click it again to reverse the order.
Sorting works on whatever the table is currently showing, so filtering first and sorting second is usually faster than sorting a list of thousands.
How do you filter the list?
Four controls sit above the table, and they combine.
Control |
What it does |
|---|---|
| Access Levels | Narrows by component. The options are All Active (the default), IQ, Simulator, Studio, and Deactivated Users. |
| Category | Chooses which field to filter on. It does not filter anything by itself. |
| Name | Chooses which value within that field. It stays inactive until you pick a Category, then lists the values in use with a count beside each. |
| Filter box | Searches by keyword across the list. |
Note: Category and Name are one filter in two steps, which is why Name looks broken until you use Category first. Choose Job Role in Category, and Name then offers the job roles that exist in this Learning Program, each with the number of people holding it. The clear link beside the Filter box resets what you have set.
Note: Deactivated Users is an option in Access Levels rather than a separate screen. It is how you find someone who is no longer active, which matters when you are looking for a person you cannot see in the default list.
Category can filter on any of these: Assignment, Authentication Type, IQ Permissions, Job Role, Location, Manager, Market, Region, Studio Permission, Tags, and Warehouse. Which values appear under each depends on how your organization set Skyllful up.
How do you build an advanced filter?
Click Advanced Filter, under the filter row. It opens a builder for conditions the simple filters cannot express, and it reaches fields the Category list does not offer, including Person Number, Username, First Name, Last Name, Created Date, Enrolled Date, Last Login, and Is Active.
Step |
Action |
|---|---|
| 1 | Click Advanced Filter. The builder opens with one rule already in place, Is Active = true. |
| 2 | Set the join for this level, AND or OR. AND requires every rule to match; OR accepts any of them. |
| 3 | Click +Rule to add a condition. Each rule is a field, an operator, and a value. |
| 4 | Click +Group to nest a set of rules with its own AND or OR, so you can express something like one region combined with either of two job roles. |
| 5 | Click Update to apply the filter, or Cancel to leave the list as it was. |
Note: The operators change with the field you pick. A text field such as First Name offers =, !=, contains, begins with, ends with, does not contain, does not begin with, and does not end with. A true or false field such as Is Active offers only = and !=.
Note: Each rule has a handle on its left for dragging it into a different position, and an x on its right to delete it.
How do you change which columns you see?
The table shows five columns by default, but it can show far more. Click the columns icon at the top right of the table, just left of the plus (+) icon, to open Choose Table Columns.
Step |
Action |
|---|---|
| 1 | Click the columns icon at the top right of the user list. |
| 2 | Tick the columns you want and untick the ones you do not. |
| 3 | Click Update. |
First Name and Last Name are always shown and cannot be turned off. Email/Username, Access Levels, and Last Login are on by default.
Beyond those, you can add Email, Username, Person Number, Authentication Type, Created Date, Manager, Job Role, Region, Market, Warehouse, Location, Tags, and IQ Permissions.
Note: The same window also offers a column for each individual Studio permission, such as Publish/Unpublish Lessons, Export Users, or Archive Lessons. Turning a few of these on gives you a straight answer to "who can do this?" across the whole program, which is quicker than opening people one at a time.
Best practice: Add the column you care about, then sort by it. Adding Job Role or Manager and sorting turns the user list into a roster you can read down, and it pairs well with Users Per Page at the bottom of the table when you want more than ten rows at once.
FAQ
Why is the Name filter greyed out?
Because no Category is selected. Name lists the values inside a category, so choose a Category first and Name becomes available.
Where are my deactivated users?
Set Access Levels to Deactivated Users. They are filtered out of the default All Active view rather than deleted.
How do I find someone by Person Number?
Use Advanced Filter. Person Number is not in the Category list, but it is available as a field in the builder. You can also add it as a column and sort by it.
Can I filter on two things at once?
Yes. The controls above the table combine, and Advanced Filter handles anything more involved, including groups of rules joined by AND or OR.
Why don't I see a category I expected?
The values under each category depend on how your organization set Skyllful up. A category with nothing recorded against it has nothing to offer.
Skyllful Knowledge Base | Administrators