DingTalk Online Approval System: A Powerful Tool to Simplify Workflow

What is DingTalk's Online Approval System

Are you still running yourself ragged chasing a single leave application? Stuck waiting just because your supervisor is unavailable? Stop letting paper-based approvals drag you into an efficiency black hole!

DingTalk's online approval system is the perfect cure for all kinds of "approval bottlenecks." It’s not just about moving paper forms online—it’s a complete digital transformation of the entire approval process. From submission and signing to follow-ups and archiving, everything flows seamlessly in one system.

Imagine this: you’re still in bed in the morning, casually submitting a business trip request from your phone, and your boss approves it instantly—even while on a flight. Dealing with a complex procurement case? The system automatically triggers multi-level approvals. Who needs to sign, who missed their turn—everything is crystal clear. No more chasing people around like passing a baton.

Automated approvals let repetitive processes run on their own, saving huge communication costs; multi-level approvals support conditional routing—different amounts take different paths, making workflows precise and flexible; and the real game-changer is mobile approvals. Whether you're at a client site, at home with your kids, or on vacation, all you need is a smartphone to stay on top of approvals.

Even better, every step is trackable and auditable. If someone takes three days to approve, the system quietly logs it—not for surveillance, but for "gentle reminders." DingTalk doesn’t just speed up approvals; it completely eliminates "waiting" from your workflow.

Why Choose DingTalk's Online Approval System

Why choose DingTalk's online approval system? That’s like asking, “Why use chopsticks instead of a broom to eat?” The answer is obvious! Compared to outdated, sluggish, and cumbersome traditional approval methods—where you have to run up and down three floors just to get a signature—DingTalk is like a superhero in the world of approvals. First, its usability is practically “zero barrier”—no training needed. Open the app, tap a few times, and even your pet cat could learn it in three days. The interface is intuitive, the process clear—no more getting lost in Excel sheets. Even more impressive is its security. DingTalk uses enterprise-grade encryption, so data transmission is like wearing a bulletproof vest—even hackers give up trying. Every approval action is fully traceable: who changed what, when it was approved—everything is transparent. No more “I never signed that” he-said-she-said drama. Then there’s scalability. Whether you’re a team of five or a 5,000-person corporation, DingTalk adapts easily. Adding or removing approvers is as simple as adding or removing contacts. And finally, cost efficiency—the free features are already powerful enough. Save on paper, manpower, and time. Your boss will smile; your accountant might even cry (happy tears). Compared to other systems that lock you into contracts, charge extra, and require dedicated IT support, DingTalk is nothing short of “blessedly affordable.”

How to Set Up and Use DingTalk's Online Approval System

How to set up and use DingTalk's online approval system? Don’t worry—it’s nothing like assembling IKEA furniture and ending up with leftover screws! Just follow these steps, and within five minutes, you’ll become the “director” of your approval workflows, making every sign-off stage run as smoothly as your favorite streaming series. First, log in to the DingTalk admin console—as easy as opening your front door. Then head straight to the “Workbench” and find the “Approvals” module—this is your command center for all things approvals. Click in, don’t hesitate, and select “Create Approval Template.” The system offers common templates like leave requests, expense claims, and business trips, or you can start with a blank template—freedom that’s like building your own custom pizza. Next comes the main event: setting up the approval workflow. You can choose “sequential approval” to pass the request along like a relay race, or “joint approval” to have multiple managers sign off simultaneously. Smarter still, you can set up “conditional branches” based on criteria like amount or department, so the system automatically decides who’s next—no more acting as a human switchboard. Finally, add approvers. You can assign specific individuals, or set rules like “the submitter’s direct manager” or “role holder,” making it adaptable to organizational changes. Once set, save and publish—the entire company instantly syncs. No more chasing your boss across three floors for a stamp!

Real-World Cases: How Enterprises Use DingTalk's Online Approval System

Large Enterprise Case:

A multinational manufacturing group with over 20,000 employees used to see a single leave form “wander” between departments for three days. After adopting DingTalk’s online approval system, the process took off like a high-speed train—requests are now approved in under two hours on average! Even more impressive: the financial reimbursement process is now automatically linked to their ERP system. One accountant, Xiao Li, joked, “At month-end, I used to work overtime reconciling records like a detective solving a crime. Now, the system archives everything automatically—I can actually leave on time and go on a date!”

SME Case:

A 50-person design firm used to rely on LINE for approvals, but often faced “read but no reply” situations, causing projects to stall unnoticed. After switching to DingTalk, they not only created a custom “Project Launch Review” template but also enabled automatic overdue reminders. Now even their most procrastinating designer submits on time—because the system sends a “friendly reminder”: “You’re 3 hours late, and everyone in the company can see this~”

Industry-Specific Case:

A chain restaurant brand uses DingTalk to manage equipment repair requests across 20 locations. Store managers simply take a photo of a broken fridge and upload it, and the system automatically assigns the ticket to the engineer in charge of that area. Repair progress is updated in real time. The owner joked, “Fixing a freezer used to take a week, and customer complaints would snowball. Now, even the ice cubes chill faster than before!”

Common Issues and Solutions

Technical Issues: Sometimes, just as you’re about to submit an urgent expense claim, the screen freezes, or the file upload keeps spinning like the system is playing “you can’t catch me.” Don’t panic—this isn’t the end of the world! Most often, it’s just a weak network or browser cache causing trouble. Try refreshing the page, switching browsers (we recommend DingTalk’s built-in browser or Chrome), or checking your internet connection. Often, simply restarting the app solves the issue.

Operational Issues: New employee Xiao Li used the approval system for the first time and accidentally sent a business trip request to the CEO—turning pale with shock. “Oops, sent to the wrong person” scenes like this happen every day! We recommend using the “draft” feature to preview the workflow and confirm approvers before sending. If you do send it to the wrong person, quickly retract it (only possible before it’s processed), and remember to save a frequently used template for one-click ease next time.

Management Issues: Manager Lao Wang complains his approval queue is piling up, while employees insist, “I already submitted it!” In cases like this, don’t blame memory—blame the process design! We suggest management regularly review approval nodes to avoid inefficient multi-layer reviews, and enable the “auto-reminder” feature so the system acts as your personal assistant. If problems persist, don’t struggle alone—contact customer support, check the help documentation, or even sign up for a DingTalk official training course to transform from approval newbie to workflow master!

DomTech is DingTalk’s official designated service provider in Hong Kong, dedicated to delivering DingTalk services to a wide range of customers. If you’d like to learn more about DingTalk platform applications, feel free to contact our online customer service, or reach us by phone at (852)4443-3144 or email at This email address is being protected from spambots. You need JavaScript enabled to view it.. With a skilled development and operations team and extensive market experience, we offer professional DingTalk solutions and services tailored to your needs!