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1. Overview

Admins can set a role as an approver.A role represents a professional category within a team, such as HR, Administration, or Finance. Each role can include one or more members.When a role is set as the approver and a member of that role leaves or changes position, you only need to replace the approver within the role and adjust the management scope. The process continues to run normally.Role changes take effect immediately on approvals that have not yet reached the current node, as well as on the process settings within approval templates.

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2. Prerequisites

  • Only an Approval Admin can perform process design, so you must first become an Approval Admin.
If you are not an Approval Admin, open DingTalk OA Approval, tap Settings, tap Create Approval Form, tap Request Admin Permissions, and then tap Submit.
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Once the Admin receives and approves the request, the employee automatically obtains Approval Admin permissions.
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3. Steps

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3.1 Configure roles

In your browser, go to the DingTalk Admin Console and click Configure Roles.
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To add users to an existing role, open the role list, click Add User, select the users, and click Confirm. Go to the role management page and select the target role from the role list on the left:
Open the role management page
Click Add User:
Select a role and click Add User
In the dialog, select the users and click Confirm:
Select users in the dialog and confirm
To add a new role, click New Role Group or New Role and customize a role group or role as needed. On the role management page, click New Role Group or New Role:
Entry point for adding a new role on the role management page
In the dialog, enter the role name, select the group it belongs to, and save:
Enter the role name and select a group in the new role dialog

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3.2 Configure the role’s management scope

When a role is set in the approval process and its management scope is configured in Contacts, after the initiator submits the approval, the system precisely matches the corresponding approver in the role based on the initiator’s department.
In the role member list, click Set Management Scope to the right of the member, and select the departments covered by that member’s management scope in the dialog:
Select the departments in the management scope dialog
Once configured, you can view each member’s management scope in the role member list:
Management scope displayed in the role member list

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3.3 Default role management

Default roles include Person in Charge, Manager, Super Admin, and Sub Admin. You cannot add users to them from the role list.
  1. Person in Charge
The Super Admin of the organization must configure this in DingTalk Mobile > Contacts > Organization Management > Person in Charge Settings.
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  1. Manager
Go to Contacts > Department Management, select the target department, and drag it to the right. Click … and choose Set Department Manager.
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  1. Super Admin
The Super Admin can configure this from Security & Permissions > Manage Permissions > Super Admin > Add Super Admin. Settings sync automatically after you save.
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  1. Set a Sub Admin
The Super Admin can add Sub Admins in DingTalk Mobile from Contacts > Organization Management > Admin Settings:
Admin Settings entry on the Organization Management page in DingTalk Mobile

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3.4 Set a role as approver in the approval process

On the Approval Admin Console > Form Management page, click Edit in the Action column of the target form.
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Click Process Design to open the process design workspace.
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Click the Approver Card to open the approver settings. Under Select approver for this node, choose Role approval, and click Add Role.
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4. FAQ

If a role has multiple members with no management scope configured, and the approval form is set to be approved by that role, the members approve in random order.
The Standard edition supports 1 role per node. The Premium edition supports up to 10 roles per node.
Yes. Role changes take effect immediately on approvals that have not yet reached the current node, as well as on the process settings within approval templates.
The difference lies in the management scope:
  • Role: When the approver is set to a role, after the initiator submits the approval form, the role’s management scope is determined by the initiator’s department.
  • Role corresponding to a department field in the form: When a department field is added to the form and the approver is set to the role corresponding to that field, after the initiator submits the approval form, the role’s management scope is determined by the department selected in the form.