1. How can I set an approval process?

2. Set applicant scope

3. Add/Set approver nodes
3.1 Add approver nodes
3.2 Set approver nodes
3.2.1 Specify member for approval
3.2.2 Specify superior
3.2.3 Consecutive multi-level superiors
3.2.4 Specify tag
3.2.5 Specified tag in specified department
3.2.6 Applicant
3.2.7 Select by applicant
3.2.8 Link member control

4. Multi-approver
4.1 Agree by Anyone
4.2 Agree by Everyone
4.3 Approve in sequence

5 Add CC recipient
5.1 Add CC recipient node
5.2 Set CC recipient node
5.2.1 Specify scope
5.2.2 Specify superior
5.2.3 Select by applicant
5.2.4 CC to applicant

1. How can I set an approval process?

· Super admins and sub-admins can log in to WeChat Work Admin Console (work.weixin.qq.com/login) and set approval processes for templates in “WeChat Work Admin Console” -> “Workspace” -> “Approvals” -> Template to be set -> “Rule Settings” -> “Approval Process Settings”. However, sub-admins can only edit the templates within their admin scope.

· App owners and assistance admins of templates can enter the template management page by clicking the manage button in the upper right corner in “WeChat Work Admin Console” -> “Workspace” -> “Approvals”, and set approval processes for templates in “Rule Settings” -> “Approval Process Settings” under chosen templates.

· After setting, condition judgment, approval notification flow, and CC notification will be proceeded for the approval process in the order set in the workflow.

2. Set applicant scope

· Applicant scope is the available scope of templates. Only allowed members can view the template on the approval page and submit an approval request of this type.

· You can set the available scope of templates in “Rule Settings” or click the applicant in “Approval Process Settings” to modify the applicant scope.

3. Add/Set approver nodes

3.1 Add approver nodes

To add an approver node, click the “+” button in the workflow and then select “Approver” for the type to add an approver node in the appropriate area.

3.2 Set approver nodes

There are many types of approver nodes. Different types of approver nodes lead to different approvers of the nodes.

3.2.1 Specify member for approval

Admins can specify an approver for the node and then the node approver will be the same for all applicants. When multiple approvers are specified, multi-approver methods such as “Agree by Everyone”, “Agree by Anyone”, and “Approve in Sequence” can be selected. (See Section 4)

3.2.2 Specify superior

You can set superiors for each department in Contacts using this feature. After setting the superior for a certain tier, the superior will be automatically set as the approver according to the Contacts settings and the department of the employee. From bottom to top: Starting from the direct superior of the applicant, the application goes from the department of the lower tier to that of the higher one. A Tier-3 superior is higher than a Tier-2 superior. From top to bottom: Starting from the highest superior, the application goes from department of the higher tier to that of the lower one. A Tier-2 superior is higher than a Tier-3 superior. When multiple superiors are at the same tier, the approval will be proceeded according to the “Agree by Everyone” or “Agree by Anyone” settings.

3.2.3 Consecutive multi-level superiors

You can set superiors for each department in Contacts using this feature. After specifying a top superior, the application will goes from the applicant’s direct superior upward until the top superior according to the applicant’s identity. Applicants of different identities may face different numbers of superiors. For example, when an approval process is set to be passed on to the “Top Superior”, if the applicant is a “Tier-3 Superior”, the approvers are “Tier-2 Superior” -> “Top Superior”; if the applicant is a “Tier-4 Employee”, the approvers are “Tier-4 Superior” -> “Tier-3 Superior” -> “Tier-2 Superior” -> “Top Superior”.

3.2.4 Specify tag

You need to set tags in Contacts before using this feature. After a tag is specified, all members with this tag will go through the approval node according to “Agree by Anyone” or “Agree by Everyone”.

3.2.5 Specified tag in specified department

You need to set tags in Contacts before using this feature. You can specify a department tier and a tag, and then the members with this tag from the applicant’s superior departments will be the approvers. If multiple approvers are found, the application will be approved based on the multi-approver method set, i.e. “Agree by Anyone” or “Agree by Everyone”. This feature is mainly used when the application requires a specific member from the same department to approve, e.g. to be approved by the Financial Manager of the Tier-2 superior department or by the Vice Manager of the Tier-3 superior department.

3.2.6 Applicant

The approver node is the applicant. This feature is used when the applicant also serves as an approver for some nodes.

3.2.7 Select by applicant

The applicant can select the approver for the node when submitting an application. Unlimited: The applicant can select any members in Contacts as approvers. Limited: The applicant can only select approvers from a limited scope of members. Single-Select: The applicant can only select one member as the approver. Multi-Select: The applicant can select multiple members as the approvers, where the application will be approved based on the multi-approver method “Agree by Anyone” or “Agree by Everyone”.

3.2.8 Link member control

You can link the members control required in the template to set the members as the approvers. If the applicant has selected a member for the template control, the member will also serve as an approver for this approval node.

4. Multi-approver

4.1 Agree by Anyone

When there are multiple approvers for a node, all of them will receive the approval notification. As long as one of them agrees, rejects, or forwards the application, the application will go to the next step. When any approver forwards the application, the others do not need to do anything, and the alternative approver will be the next approval node. When any approver rejects, the status of the application will be changed to “Rejected”, and the process ends.

4.2 Agree by Everyone

When there are multiple approvers for a node, all of them will receive the approval notification. However, the application will only go to the next node after everyone agrees. When any approver forwards the application, it has to be agreed by the alternative approver as well as the other approvers of this node. When any approver rejects, the status of the application will be changed to “Rejected”, and the process ends.

4.3 Approve in sequence

When there are multiple approvers for a node, they will receive the approval notification one by one. Once they all agreed, the application will go to the next node. That means, the first approver will be notified first, and the second approver will only receive the notification when the first approver agrees, and so on. When any approver forwards the application, it has to be agreed by the alternative approver before the next approver is notified. When any approver rejects, the status of the application will be changed to “Rejected”, and the process ends.

5 Add CC recipient

5.1 Add CC recipient node

To add a CC recipient node, click the “+” button in the workflow and then select “CC Recipient” for the type to add a CC recipient node in the appropriate area.

5.2 Set CC recipient node

5.2.1 Specify scope

You can specify members or tags to CC to the related members when the process moves to this node.

5.2.2 Specify superior

You can specify superiors to CC to the superiors in this tier when the process moves to this node. From bottom to top: Starting from the direct superior of the applicant, the application goes from the department of the lower tier to that of the higher one. A Tier-3 superior is higher than a Tier-2 superior. From top to bottom: Starting from the highest superior, the application goes from department of the higher tier to that of the lower one. A Tier-2 superior is higher than a Tier-3 superior.

5.2.3 Select by applicant

The applicant can add CC recipients based on the admin settings to CC to these recipients when the process moves to this node.

5.2.4 CC to applicant

The applicant will be CC’ed when the process moves to this node.