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1. Feature overview

In daily operations, organizations often need to confirm purchased items with external suppliers. To improve collaboration efficiency and standardize processes, DingTalk now supports external users participating in the Approval process. This handbook walks you through how to set up and operate the full “Order confirmation by external suppliers” flow, helping organizations achieve efficient and secure cross-organization collaboration.

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2. Applicable scenarios

  • After an organization sends a purchase order to a supplier and needs the supplier to confirm details such as price, quantity, and delivery time.
  • When formally signing a procurement contract, the supplier needs to confirm order details in advance as an Attachment.

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3. Operating procedure

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1. Configure supplier profile Fields and the purchase order Approval process

1

Enter the Admin Console

On desktop DingTalk, the Admin opens Workbench > OA Approval >【Admin Console】:
Entry to the OA Approval Admin Console on desktop DingTalk
2

Edit the supplier profile

Click【Cross-organization Management】, then click【Edit】on the right of the preset supplier profile:
Cross-organization Management page in the Admin Console, with an Edit Button on the right of the preset supplier profile
3

Adjust Form Fields

Click【form design】and drag the controls on the left into the Form as needed to adjust the Fields.
Notes:
  1. The【User Authorization】control is added by default and cannot be deleted.
  2. Personal user Authorization: an external user requests Authorization when accessing this Form. Once authorized, the external user is linked to the Form Data.
Supplier profile form design page: controls can be dragged from the list on the left, and the User Authorization control is present by default
4

Publish and Share

After editing, click【Publish】>【Save QR Code】(the QR Code is permanently valid by default) or【Copy Link】to Share with external users so they can fill in the Form > Complete:
After the Form is published, a QR Code save dialog appears, letting you save the QR Code or copy the Link to Share with external users

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2. The procurement specialist invites suppliers to fill in the profile

1

Enter the supplier profile

On mobile DingTalk, the procurement specialist opens Workbench > OA Approval >【More】in the bottom right >【cross-organization approval】>【supplier profile】:
Path on mobile DingTalk to enter the supplier profile: Workbench, OA Approval, More, cross-organization approval, supplier profile
2

Invite external users

Click【Invite External Users】to invite external users to fill in the profile via Send QR Code, Share to DingTalk, or Copy Link:
On the supplier profile page, click Invite External Users to open an invitation page where you can Send QR Code, Share to DingTalk, or Copy Link
3

Supplier scans the QR Code for Authorization

On mobile DingTalk, the external user scans the QR Code or taps the Link to open the Form submission page, taps【Re-authorize】, and agrees to share their DingTalk Name and Profile Photo as Basic information and to receive push messages via the OA Approval Assistant service account:
The external user opens the supplier profile submission page; an Authorization dialog appears requesting access to Name and Profile Photo and permission to push messages
4

Fill in the profile and submit

After filling in the information, click【Submit】:
The external user fills in the supplier name, address, Contact, and Phone, then clicks Submit

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3. Initiate a purchase order and have the supplier confirm

1

Initiate a purchase order

On mobile DingTalk, the procurement requester opens Workbench > OA Approval >【More】in the bottom right >【cross-organization approval】>【Supplier Collaboration】>【Initiate Approval】>【Purchase Order】, then taps to fill it in:
Path on mobile DingTalk to enter cross-organization approval Supplier Collaboration and select Purchase Order to fill in
Select Purchase Order in the Initiate Approval List to open the fill-in page:
On the Initiate Approval List on the cross-organization approval page, select Purchase Order to open the Form fill-in page
2

Select a supplier profile

On the Form submission page, select a supplier profile:
On the Purchase Order submission page, tap the supplier profile Field and pick the target supplier from the supplier profile List
3

Fill in the information and submit

The external supplier shown in the process is the one you selected. Fill in the information and click【Submit】:
The Purchase Order fill-in page shows the selected supplier profile; the external approver in the process is that supplier, and the Form is submitted after filling in
4

Supplier confirms the purchase order

The external supplier receives an Approval processing notification in the OA Approval Assistant. The flow is complete once the supplier finishes handling it:
The external supplier receives a Purchase Order Approval notification in the OA Approval Assistant, with options to Accept or Decline

Cross-organization Quick Start

Feature overview and Basic operating procedure of cross-organization approval

Contract Approval with External Partners

How to set up and operate the full flow for external partners participating in contract Approval