When CyberLearn is integrated with Microsoft Entra ID, employees can automatically be created, updated, and placed in the correct organizational structure in CyberLearn.
CyberLearn can place users in two ways:
- Via the Department field on the user in Entra
2. Via Entra groups, where the group name determines the placement
It is important to choose the model that best matches how the customer works.
How CyberLearn Reads the Structure
CyberLearn divides departments and subdepartments based on a path.
Example:
IT/Operations/NOC
This means:
Department: IT
Subdepartment: Operations
Next level: NOC
CyberLearn supports the following separators by default:
/
\
|
Examples:
| Value in Entra or group name | Result in CyberLearn |
|---|---|
| Sales | Department: Sales |
| Sales/Denmark | Department: Sales → Subdepartment: Denmark |
| IT/Support/Level 1 | Department: IT → Support → Level 1 |
| HR > Recruitment | Department: HR → Recruitment |
Model 1: Use the Department Field in Entra
With this model, CyberLearn looks at the user’s Department field in Microsoft Entra.
Example:
A user has the following Department value:
Finance/Payroll
The user will then be placed like this in CyberLearn:
Finance → Payroll
If the user does not have a Department field filled in, the user will automatically be placed in:
Default
This model is suitable if the company already maintains the Department field correctly for all users in Entra.
Important:
Only licensed users are imported
Guest users are not imported
If a user is disabled in Entra, the user will also be deactivated in CyberLearn
If a user no longer exists in Entra, the user will be deactivated in CyberLearn
Model 2: Use Entra Groups
With this model, CyberLearn uses the name of the Entra group to determine where users should be placed.
Example of a group name:
Marketing/Content
All users in this group will be placed like this:
Marketing → Content
Examples of multiple groups:
| Entra group | Placement in CyberLearn |
|---|---|
| Management | Management |
| Sales/Denmark | Sales → Denmark |
| Sales/Germany | Sales → Germany |
| IT/Support | IT → Support |
| IT/Operations/NOC | IT → Operations → NOC |
This model is suitable if the customer wants full control through groups in Entra.
Important When Using Groups
If the integration is configured to use groups, only users in the selected synchronization groups will be kept active in CyberLearn.
This means:
If a user is removed from the selected Entra groups, the user will be deactivated in CyberLearn during the next synchronization.
For this reason, we recommend that each user is only placed in one group that determines their placement in CyberLearn.
Example:
Correct:
The user is only a member of Sales/Denmark
Avoid:
The user is a member of both Sales/Denmark and Marketing/Content
If a user is a member of multiple placement groups, the user may end up being moved to the group that is processed last during synchronization.
Recommended Setup
Before the integration is activated, the customer should decide on a fixed structure.
Example of a simple structure:
Management
Sales
Marketing
IT
Finance
Example of a structure with subdepartments:
Sales/Denmark
Sales/Sweden
IT/Support
IT/Operations
Finance/Payroll
Finance/Accounting
Example of a structure with multiple levels:
IT/Operations/NOC
IT/Operations/Infrastructure
Sales/Denmark/SMB
Sales/Denmark/Enterprise
How to Move a User
If the Department field is used:
Update the user’s Department field in Entra.
Example:
From:
Sales/Denmark
To:
Sales/Sweden
During the next synchronization, the user will be moved in CyberLearn.
If groups are used:
Move the user from the old Entra group to the new Entra group.
Example:
From the group:
Sales/Denmark
To the group:
Sales/Sweden
During the next synchronization, the user will be moved in CyberLearn.
Best Practice
To achieve the desired result, we recommend the following:
Use one fixed model: either the Department field or groups
Use the same naming standard every time
Only use the groups that should control the CyberLearn structure
Avoid placing the same user in multiple CyberLearn placement groups
Use clear group names such as IT/Support instead of internal abbreviations
Test the structure on a few users first before synchronizing the entire organization
Brief Summary
CyberLearn uses either the user’s Department field or the Entra group name to build departments and subdepartments.
The first part becomes the main department.
The following parts become subdepartments.
Example:
IT/Support/Level 1
becomes:
IT → Support → Level 1
If groups are used, the customer must ensure that users are placed in the correct groups, as group membership controls both the user’s placement and whether the user should remain active in CyberLearn.
