I. Intro
Who can perform these steps: Primary administrators and administrators with Trusted Party and Approval management permissions.
Lark approval allows trusted parties to configure cross-organization approval process. The administrators can select the department or user of a trusted party when designing the approval process of their own organization. Then members of the same organization can specify the department or user of that trusted party when submitting the approval, and users of the trusted party can also act as approvers to handle the approval of this organization.
Common use cases of this feature are as follows:
- A subsidiary under a group sets employees of the group headquarters as approvers in its own approval process.
- A company entrusts part of its business to an outsourcing company, and in the approval process involving procurement, payment and other scenarios, the employees of the entrusting company are set as CC.
II. Steps
- Establish a trusted party
Who can perform these steps: Primary administrators and administrators with Trusted Party configuration permissions.
Administrators can obtain the invitation code of their organization in the organization's Lark Admin Console or within the Lark App, and share it with the administrators of the external trusted party.
Method 1: From the Lark Admin Console
- Open the Lark Admin Console and click Trusted Party > Organization List in the left navigation bar.
- Click the upper-right corner Share Invitation Code.
- Copy the invitation code or save it to your local drive, share it with the external trusted party administrator.
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Method 2: From the Lark App
- Click Contacts > trusted party > Add Trust.
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- Copy the invitation code or save it to your local drive, share it with the external trusted party administrator.
The invited party's administrator needs to scan the invitation code, select departments and members to be shared with the inviting party, and set the permissions for the inviting party's members. After the settings are completed, submit the request.
Important: Cross-organization approval process requires Members from trust party can view my organizational structure to be enabled, otherwise, you won't be able to configure the approval process.
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After the invited party administrator submits the application, the inviting party administrator will receive a notification from the Admin Assistant bot. The inviting party administrator needs to go to the Lark Admin Console to approve the request, set the sharing scope of the organization, and add cross-organization collaboration rules.
Important: When editing cross-organization collaboration rules, please ensure that the departments/members shared by both trusted parties are mutually visible and searchable, otherwise the configuration will fail.
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After the above settings are completed, both parties become a trusted party of each other.
For detailed steps and FAQs on configuring trusted parties, please refer to Admin | Establish and manage a trusted-party relationship.
- Configuring a cross-organization approval process
Who can perform these steps: Primary administrators and administrators with Approval management permissions.
Administrators enter the Approval admin console, click Create Approval or Edit, and enter the approval creation/editing page.
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The setup of an approval process is divided into four steps: ① Basic Info, ② Form Design, ③ Process Design, and ④ More. You can implement cross-organization approval in ② Form Design and ③ Process Design.
2.1 Form Design
In Form Design, add the Contacts and Department widgets to allow members to select the departments or users of a trusted party when they submit an approval.
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2.2 Process Design
In Process Design, you can enable members of a trusted party to be the approver, handler, or CC of the approval.
- Click an approver.
- Select Specify approvers from the Approval pane at the right side.
- Click the + icon under Add members and select the user of the associated organization.
- Click Confirm.
Notice: You can't set users of trusted parties as process administrators (approval owners) or submitters.
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- Work with cross-organization approvals
- Approval submission: Once the administrator configured the cross-organization approval process, members can select users or departments of the trusted party based accordingly when they submit an approval. For example, they can choose users from the trusted party as the approver or CC.
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- Approval view: The documents for cross-organization approval will display an External label. The notification card sent by the Approval bot will also include (External) in the title. The details of the document will also display the organization name of the external user.
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- Approval handling: When the approver handles cross-organization approval, they can choose users from the external organization when they add an approver or CC, transfer an approval, create groups, and so on.
III. FAQs