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1. Feature overview

In daily operations, enterprises often need to jointly sign and approve contracts with external partners such as suppliers, customers, and outsourcing companies. To improve collaboration efficiency and standardize the contract process, External users can now participate in the Approval process. This guide walks you through how to set up and run the complete cross-organization contract approval workflow with external partners, helping enterprises achieve efficient and secure cross-organization Collaboration.

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2. Applicable scenarios

  • Customer confirmation before signing a sales contract
  • Supplier confirmation on a procurement contract
  • Joint signing of a cooperation framework agreement
  • Two-way confirmation on an outsourcing service contract
  • Other similar scenarios

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3. Operation flow

The overall flow consists of three steps:
  1. Configure the required fields for the Contact profile, along with the contract Form and Approval process.
  2. The liaison for the external partner forwards the Contact profile and invites the partner to fill it in.
  3. The contract applicant initiates a contract Approval through cross-organization approval, selects the corresponding partner, and the partner then receives and confirms the contract.

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1. Configure the Contact profile and contract form approval flow

1

Enter the Admin Console

Open DingTalk desktop > Workbench > OA Approval:
OA Approval app entry in the DingTalk desktop Workbench
Click [Admin Console] in the top-right corner:
Admin Console entry in the top-right corner of the OA Approval Home page
2

Edit the Contact profile Template

Click [Cross-organization Management] > select the Contact profile Template > [Edit]:
Edit entry to the right of the Contact profile Template on the Cross-organization Management page in the Admin Console
3

Adjust form fields

Select [form design] and adjust the Fields in the Form. The form design includes a default [User Authorization] widget, which cannot be deleted and is used to obtain the DingTalk Profile of the external User:
The User Authorization widget is added by default and cannot be deleted on the Contact profile form design page
Drag widgets from the left panel into the Form as needed:
Drag widgets from the left widget List on the form design page into the Contact profile Form
4

Publish and share

After editing, click [Publish], then save the QR Code (permanently valid by default) or Copy the Link to Share with external users so they can fill in the Form:
After the Form is published, a QR Code dialog appears where you can save the QR Code or Copy the Link to Share with external users

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2. Invite partners to fill in the Contact profile

1

Enter the Contact profile

The partner’s internal liaison opens DingTalk mobile > OA Approval > [More] in the bottom-right corner > [cross-organization approval] > [Contact profile]:
On DingTalk mobile, navigate to the Contact profile through OA Approval, More, cross-organization approval, and Contact profile
2

Invite external users

Click [Invite External Users]. You can invite external users to fill in the profile by sending a QR Code, sharing via DingTalk, or copying a Link:
On the Contact profile page, click Invite External Users to open the invitation page, where you can send a QR Code, Share via DingTalk, or Copy a Link
3

External users enter the Form

External users scan the QR Code with DingTalk mobile or tap the Link to open the Form submission Page:
After scanning the QR Code, external users open the Contact profile Form submission Page
4

Complete User Authorization

Click [Reauthorize], read and accept the User Authorization Agreement, then click [Accept]:
An authorization dialog appears on the Contact profile submission Page. Read and accept the User Authorization Agreement, then click Accept
5

Fill in and Submit the profile

Fill in the information, then click [Submit]:
External users fill in the Contact profile information and Submit it; the Page confirms that the Contact profile was submitted successfully

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3. Initiate the contract Approval and have the partner confirm it

1

Initiate the contract Approval

The Employee opens DingTalk mobile > Workbench > OA Approval > [More] in the bottom-right corner > [cross-organization approval] > [Contract], opens the Form submission Page, and selects the Contact profile. The partner shown in the process is the selected Contact. Fill in the information, then click [Submit]:
On the Contract Form submission Page, select the Contact profile. The external approver in the process is the selected partner. Fill in the information and Submit
2

Partner confirms the contract

The external partner receives an approval-processing notification in the OA Approval assistant. Once the partner finishes processing, the flow is complete:
The external partner receives a contract Approval notification in the OA Approval assistant and can either Accept or Decline it

Cross-organization quick start

Feature overview and basic operation flow for cross-organization approval

External supplier order confirmation

How to set up and run the complete flow for having an external supplier confirm a purchase order