Data manager handbook

1. Role overview

In DingTalk OA Approval, non-admin users such as supervisors and specialists who can manage data are called data managers.A data manager’s action permissions: view, export, and delete data within the permission scope.Data managers can perform data management actions in OA Approval > Data Center and OA Approval > Form > History.Note: The management scope and action permissions of a data manager are configured by the approval admin in the form.

2. Prerequisites

By default, data permissions in an approval app only allow users to “view” the approval forms they “initiated or participated in”. To grant a broader data scope and more action permissions, the admin must create a permission group in the form. Go to Form > Edit > Advanced settings > Manage permissions, click Add permission group, and set the Management scope and Action permissions.

Management scope

Management scope	Description
Owned by me	Forms submitted by the permission group members themselves
Entire company	Forms submitted by anyone in the company
Same tier	Forms submitted by all users who report to the same supervisor as the permission group members
Subordinates	Forms submitted by the permission group members and their subordinates
Custom	Forms submitted by the permission group members and specified departments or users

Action permissions

Action permissions	Description
View	Users with this permission can view the list and details of approval forms within the management scope in the OA Approval app > Data management and Form > History.
Export	Users with this permission can export the detailed list of approval forms within the management scope in the OA Approval app > Data management and Form > History.
Delete	Users with this permission can delete approval data within the management scope in the OA Approval app > Data management, Form > History, and on the form itself.

3. Core actions of a data manager

1. View data

To view all form data, go to OA Approval > Data management.

To view data for a specific form, go to OA Approval > Form > History.

2. Query and export data

You can query data by form name, approval status, initiator, approval number, submission time, and completion time. The maximum time span is six months.

You can export the data to a DingTalk Spreadsheet or download it to your local device.

If you choose to download the file locally, the spreadsheet is delivered via Work Notifications.

Spreadsheet delivered via Work Notifications

3. Delete data

After filtering or querying, you can select all records to delete, or select specific records and click Delete selected.

Because deletion has a significant impact, you must confirm the action with your own signature.

4. Download

Click View to open the form details, then click Download in the upper-right corner to save the current form as a PDF for archiving. You can also print it directly via cloud printing.

5. View activity log

In the activity log, you can view the export, print, and deletion records of the operator themselves.

Quick start

Role guides

Admin guide

Advanced capabilities

1. Role overview

2. Prerequisites