> ## Documentation Index
> Fetch the complete documentation index at: https://help.dingtalk.io/llms.txt
> Use this file to discover all available pages before exploring further.
# Data manager handbook
> DingTalk OA Approval data manager handbook: learn the role definition and core actions of a data manager, including viewing, querying, exporting, and deleting approval data, as well as downloading approval forms and reviewing the activity log.
## 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.
### 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**.
