How to Filter Assigned Clients by Users

The Clients list includes an **Assigned Users** filter that narrows the list to the clients a single team member is responsible for. Use it when you want to review one caseload at a time instead of every client in your agency.

### Overview

Each client record has an **Assigned Users** field that can hold one or more of your agency users. The **Search Clients** panel on the Clients page turns that field into a filter, so selecting a team member reloads the list with only the clients assigned to that person. Supervisors use it to review caseload distribution, and staff use it to focus on their own work. The filter applies to the record count, to the **PDF** and **CSV** exports, and to the page URL, so a filtered view can be refreshed or shared as a link.

### Prerequisites

- Access to the **Clients** page from the top navigation
- At least one client with a team member in **Assigned Users** on the client record, set on the client or through a bulk action
- The name or email address of the team member whose clients you want to review

### How-To Steps

#### Filter the Clients List by Assigned User

1. Click **Clients** in the top navigation.
2. Find the **Search Clients** panel in the left column of the page.
3. Select a team member from the **Assigned Users** dropdown, which lists every user in your agency by name and email address.
4. Review the client list, which reloads as soon as you make the selection.
5. Click **Search** if you also typed in the search box or set a **Date of Birth**, because those two fields do not run the search on their own.
6. Click **Load more** below the list to pull in the next page of results when the count shows more matches than are displayed.

#### Open a Team Member's Assigned Clients from Their User Record

1. Go to **Admin** > **Users**.
2. Click the edit button on the row for the team member you want to review.
3. Click **Assigned Clients** in the left column of the user record.
4. Review the Clients page, which opens with the **Assigned Users** filter already set to that team member.

#### Clear the Assigned Users Filter

1. Select the blank option at the top of the **Assigned Users** dropdown.
2. Review the client list, which reloads with the assigned user filter removed.

### What to Expect

The list reloads immediately after you choose a team member, and the heading above the table updates to show how many of the matching clients are currently loaded. The page address updates to include the selected user, so refreshing the page or sending the link to a colleague reproduces the same filtered view. If no clients match, the page shows a "No Clients found." message instead of the table. The filter stays applied while you work on the page, including when you download results.

### Best Practices

- Leave the filter applied before you click **CSV** or **PDF**, because both export every client that matches the current filters rather than only the rows on screen.
- Copy the page address while a filter is applied and share it, so a colleague opens the same caseload view without rebuilding the filter.
- Use **Creator** rather than **Assigned Users** when you want to see who added the client records, since the two fields answer different questions.
- Check **Archived** or **Trashed** when a caseload review needs to include clients that are no longer active, and clear the checkbox afterward to return to active clients.

### Frequently Asked Questions

**Q: Can I filter by more than one team member at a time?**

A: No. **Assigned Users** is a single selection dropdown, so review one team member at a time. A client record can hold several assigned users, and that client appears for each of them.

**Q: Do I have to click Search after choosing a team member?**

A: No. The **Assigned Users** dropdown runs the search as soon as you change it, along with the client type, status, **Preferred Language** and **Creator** filters. Use **Search** for the search box and the **Date of Birth** field.

**Q: Why does my dropdown say something other than Assigned Users?**

A: The second word follows the data label your agency uses for users, so an agency that renames that label sees its own wording in the filter.

**Q: Why do I only see my own clients even after clearing the filter?**

A: Your role carries the permission that restricts you to assigned clients, so the list falls back to your own name whenever no team member is selected. An administrator can review that permission on your role.

### Troubleshooting

**Issue:** No clients appear after selecting a team member.

**Symptoms:** The list shows "No Clients found." after you choose a name from **Assigned Users**.

**Solution:** Confirm that clients are actually assigned to that person by opening a client record and checking its **Assigned Users** field. Also clear the other filters in the panel, including the search box, the client group and organization badges, and the **Archived** and **Trashed** checkboxes, since every filter in the panel applies at the same time.

**Issue:** Typing a name in the search box does not filter by assigned user.

**Symptoms:** The results ignore the team member you typed and return unrelated clients.

**Solution:** Use the **Assigned Users** dropdown instead. The search box searches client details such as name and client reference, not the users assigned to a client.

### Related Articles

- [How to Manage Clients](/how-to-manage-clients)
- [How to Assign Users via Bulk Actions](/how-to-assign-users-via-bulk-actions)
- [How to Manage Users](/how-to-manage-users)
- [Roles and Permissions](/roles-and-permissions)