User selection rules determine which Microsoft 365 users a sync policy applies to. This article explains the available filter types and how to use them when creating or editing a policy.
How user selection works
When a policy is enabled, CloudM Continuity queries your Microsoft 365 tenant using the policy's user query to build a list of matching users. This query runs:
- When the policy is first enabled — to build the initial user list
- On each sync cycle — to pick up new users who now match the rules, or remove users who no longer match
Users who match the query are added to the sync pipeline. Users who no longer match are excluded from future syncs (their previously synced data is retained in Google Workspace, subject to the deletion delay setting).
Available filters
On the Create a policy page, click Add user query to add a filter. The following filter types are available:
| Filter | Description | Example |
|---|---|---|
| Department | Match users based on the department attribute in their M365 user profile | "Finance", "Engineering", "Legal" |
| Job title | Match users based on the job title attribute in their M365 user profile | "Chief Financial Officer", "Software Engineer" |
| Employee type | Match users based on the employee type attribute in their M365 user profile | "Full-time", "Contractor" |
Using the Check query button
After defining your filter, click Check query to preview how many M365 users match. This runs a live query against your Microsoft 365 tenant and returns the count of matching users. Use this to verify your rules are targeting the right group before creating or enabling the policy.
Check before you enable
Always use Check query before enabling a policy. This helps avoid syncing more users than intended and keeps you within your licence user limit.
How filter changes take effect
| Change | When it takes effect |
|---|---|
| New user matches the query (e.g. their department changes in M365) | Next sync cycle — the user is added to the pipeline and initial sync begins |
| Existing user no longer matches | Next sync cycle — the user is excluded from future syncs. Previously synced data is retained, subject to the deletion delay. |
| Policy query is edited and saved | Next sync cycle after the policy is saved |
Monitoring matched users
After enabling a policy, you can see how many users matched:
- Dashboard — The sync pipeline shows aggregate counts at each stage (Waiting, Initial Sync, Synced)
- Sync Status page — Lists individual users with their current sync status
Watch your user limit
The total number of matched users counts towards your licence user limit. If the total exceeds your limit, sync continues for all users, but an overage warning is displayed.