Why can't I find all users/groups when creating rules in the Signatures app?

User/group pickers in the Signatures app show only users/groups that are included in the scope of licensed users. This scope is selected during tenant registration in CodeTwo Admin Panel (in the Scope & region step) and can be modified any time in the tenant settings (see Fig. 1.).

• If you (or another admin) selected All users in this scope, the pickers in the Signatures app will show all users (including shared mailboxes) or groups in your organization (Microsoft 365 tenant).
• If you limited the scope to a specific group, the pickers will show only the members of this group, including nested groups.

Example

You limited the scope of licensed users to members of the Leadership group (Fig. 1.).

Fig. 1. The scope of licensed users limited to members of a specific group.

In the Signatures app, when you open any user picker (e.g. by clicking Selected senders in the Senders step of a signature rule), only members of the Leadership group will be listed (compare Fig. 2. and Fig. 3.).

Fig. 2. A user picker in the CodeTwo Signatures app.

Fig. 3. Group members shown in the Microsoft 365 admin center.

Group pickers work in the same way. Note if you select a specific group in the scope of licensed users (e.g. the Leadership group, as in this example), the group pickers in the Signatures app won’t show that group, but only the groups nested within it. Since the Leadership group has no nested groups inside, the group picker will not display any groups, as shown in Fig. 4.

Fig. 4. A group picker in the CodeTwo Signatures app, showing no groups.

When you add or remove members of the Leadership group, and once those changes have fully updated in Microsoft 365, it can take up to 20 minutes before these users appear in CodeTwo apps (including the Signatures app).