Sync Approval data to Base

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Sync Approval data to Base

3 min read

I. Intro

Data from Lark Approval can be synced to a base on a regular basis, giving you more ways to manage approval data.

Use cases:

Reimbursement management: Sync reimbursement approvals submitted by employees to the base for data analysis.

Project approvals: Sync the data of new approved projects to the base, which can then be used for progress tracking.

II. Steps

Set up sync

Go to the base and click Sync Data From > Lark Approval.

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Click Configure, select an approval process and date range, and click Next.

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Select the fields to sync, turn on automatic sync as needed, and click Save and Sync.

Note: You can divide approvals with multiple fields into multiple fields or a single field in the base to sync.

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When sync setup is complete, a new table with a Lightning icon will be created. The name of the table will be the same as the approval process. You can rename the table as needed.

Configure the synced table

Click the More actions icon of the synced table to access these actions:

Rename Table: Renames the table.

Duplicate Table: Makes a copy of the table, which will not be synced to approval.

Sync Data: Manually syncs data.

Sync Setup: Opens settings for syncing approval data. You can select new fields to sync, change date ranges, and more.

Remove Sync: Removes the sync setup. The existing data will remain in the table, but new data won't be synced to it.

Delete Table: Deletes the table.

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III. Use case

Let's take a contract application as an example, which involves contract drafting, signing, stamping, and review. The approved contract information is synced to the base, allowing you to analyze the contract data and facilitate contract management and execution.

On the Lark desktop app, click Workplace > Approval, and select Admin Console.

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Select Approval Admin, and under Finance, click the Edit icon next to Contract Application. Configure the application process settings and click Publish. For more details, see Lark Approval user guide.

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In the base, click Sync Data From in the lower-left corner and select Lark Approval. Select the contract application as the approval process, select the time range, and click Next.

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Select the fields to sync and turn on automatic sync as needed, then click Save and Sync.

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A new table with the name of the approval process will be created in the base. To configure the table, click the More actions icon to the right of the table.

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III. FAQs

What approval data can be synced to a base?

Administrators can add approval data within their management permissions. For more details, see Lark Approval Administrator Manual.

Members can add approvals for which they have permission to submit, including data for submitted, approved, processed, and cc'd approvals.

Can I edit the synced approval data in the base?

No, you can only add custom fields to the synced data.

When approval data is updated, will it be automatically synced to Base?

Yes. Updated data will be automatically synced to the base every hour if you've turned on automatic sync. You can also click the More actions icon to the right of a table name and click Sync Data to manually sync data at any time.

Can I sync multiple approval processes to a base?

Yes, each approval process will be synced to a different table.

If an unfinished approval is withdrawn and then initiated again, will multiple approval records be synced?

Yes, after the unfinished approval is withdrawn, the approval process will still be synced to the base.

Will unfinished approvals be synced to the base?

Yes, as long as an approval is initiated, the approval process will be synced to the base, even if it's not completed.

If an approval is withdrawn and then submitted again, will it be synced to the base?

Yes, if the approval is withdrawn and resubmitted, the approval process will be synced to the base.

If the approval administrator or base administrator leaves the organization, will syncing be affected?

No, the data will continue to be synced according to the configuration.

After syncing the data, can the base name or field names be changed?

Changing the base name or field names after syncing is not recommended as it may cause the data to fail to sync properly.

Why did I get multiple rows of duplicate data after syncing approval data to the base?

It may be because Details/Table widget is used in the approval process or the approval contains detailed data. You can modify the approval workflow or stop syncing after you've synced the data you need to the base, and then manually delete the duplicate data.

Are there any limits on how many versions of the approval that can be synced?

Yes, only 20 approval versions can be synced, with every approval modification published counted as one version. For example, if you modify and publish approval settings more than 20 times, only the approval data of the latest 20 versions will be synced to the base.