Atlassian admins now have a new manual sync option in User Manager that is distinct from the existing “Sync Users” action in the user browser, and understanding the difference is critical for keeping user and group data accurate. In this article, we break down exactly when to use each synchronization option, how to configure the new one-time manual sync with custom parameters, and best practices for scheduling syncs to avoid conflicts with automated tasks.
By the end of this guide, you’ll have a clear understanding of all three sync options available in User Manager and how to use each one to maintain predictable sync behavior and clean admin workflows.
In our video, Marvin, a Technical Support Engineer at Resolution, walks through the new manual sync feature and demonstrates how it works in the User Data Synchronization settings:
https://youtu.be/iK0kRw-G_7E?si=iYY22xhAP6vCTypk
Why a New Sync Option Matters for Atlassian Admins
When admins see multiple sync options across their Atlassian tools, it’s natural to assume they all do the same thing. But that assumption can lead to wrong expectations about scope, timing, and where the sync is actually triggered from. Each sync option in User Manager has a different purpose, and using the wrong one at the wrong time can mean your user and group data remains outdated without you realizing it.
Outdated user and group data creates real problems. If User Manager doesn’t reflect the latest state from your Atlassian organization, admins end up wasting time checking memberships, validating access, or troubleshooting behavior that is really just caused by old data. This can lead to incorrect permissions or access visibility, confusion around group memberships and licensing, and unnecessary escalations that could have been avoided with a simple sync.
The Three Sync Options Explained
The new synchronization settings give you a dedicated place to manage how and when your data syncs. Let’s break down all three options so you understand exactly what each one does.
1. Daily Scheduled Sync
The daily sync time slot defines when the app syncs your organization’s user data on a regular basis. This is your background synchronization that runs automatically at the time you configure. You can find it in the settings and change the time slot easily. This is the option you set once and let it handle routine updates without manual intervention.
2. Manual Sync (One-Time Action)
This is the new option that’s the focus of our video. You’ll find it via Settings under “Manual Sync One-Time Action.” This feature allows you to trigger a one-time synchronization with selected parameters, such as syncing specific data immediately. The critical detail here is that this one-time sync only applies to that single run — it does not change your daily sync configuration. Your scheduled sync remains exactly as you set it.
With the manual sync, you have custom parameters available. You can select whether it will fetch all users or only users with a last active date. You can also select which specific groups should be synced. This gives you granular control when you need an immediate refresh of particular data without running a full sync or disrupting your daily schedule.
3. Sync Users in the User Browser
The “Sync Users” action in the user browser is its own separate action within that view. This is not the same as the manual sync in the synchronization settings. It operates independently and has a different context. Admins should understand that clicking “Sync Users” in the user browser is not a replacement for the manual sync option, and vice versa.
Key Clarification: These Are Not the Same Button
As Marvin emphasizes in our video, the new manual sync option is separated from the normal “Sync Users” action in the user browser. This is not just the same button placed in a different location. It is a dedicated synchronization action inside the User Data Synchronization settings, designed specifically for one-time runs without altering the daily schedule. Treating them as interchangeable will lead to confusion and potentially missed syncs.
How to Use the Manual Sync Feature
Here is the step-by-step process for using the new manual sync effectively:
- Step 1: Navigate to Settings and locate the User Data Synchronization section. Here you’ll see your daily sync time slot configuration at the top.
- Step 2: Below the daily sync settings, find the Manual Sync One-Time Action option.
- Step 3: Select your parameters — choose whether to sync all users or only users with a last active date, and select which groups should be included in the sync.
- Step 4: Trigger the sync. Remember, this applies only to this single run and will not modify your daily sync schedule.
Best Practices for Scheduling Syncs
One important note that admins should be aware of: during the selected sync window, the app will not run automated tasks. This means any automation you have configured will pause while synchronization is active. Because of this, it’s best to schedule your daily sync during off-peak hours to avoid conflicts between synchronization and automation processes.
As Marvin puts it, nobody wants two admin jobs colliding like merge conflicts on a Friday afternoon. Planning your sync windows carefully ensures that your automated workflows continue to run smoothly and that synchronization doesn’t interfere with critical processes during busy periods.
When Should You Use Each Option?
To keep things simple and predictable, follow this framework:
- Daily sync: Use this for regular background updates. Set it once, choose an appropriate off-peak time slot, and let it maintain your data automatically.
- Manual sync (settings): Use this for dedicated, one-time syncs when you need an immediate refresh with specific parameters — for example, after making bulk changes to groups or user access.
- Sync users (user browser): Use this as its own separate, context-specific action within the user browser view.
Your Next Steps
To take advantage of the new sync capabilities and ensure your admin workflow stays clear, here are three actionable steps you should take right away:
- Review your daily sync time slot — make sure it’s set during off-peak hours so it doesn’t conflict with automated tasks.
- Test the new manual sync option from the synchronization settings — try running a one-time sync with custom parameters to see how it works with your data.
- Educate your team — make sure everyone on your admin team understands that the manual sync in settings is separated from the regular “Sync Users” action in the user browser.
By understanding these distinctions, you can keep your Atlassian data accurate, your sync behavior predictable, and your admin workflows clean and efficient. No more guessing which sync button does what, and no more wasted time troubleshooting issues that stem from outdated data.
