Org and permissions
Departments, jobs and roles are configurable. Who can see payroll, who can approve a contract—by rule, not by memory.
01 / Method
A back office has to be something every department will open every day
If OA is slow, tickets go missing, and permissions are a mess, people retreat to WeChat groups. DaXi starts with org structure and roles, then turns leave, expenses, contracts and seals into tickets you can chase and track.
When you need to connect a business system, finance or HR, the management back office is the entry—not a second copy of master data.
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01
Ship high-frequency approvals first
Get leave, expenses and seals running, then add contracts and ERP modules. Easier to land than boiling the ocean.
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02
Permissions follow the role
Who can see payroll, who can approve a contract—by rule. When someone changes jobs, access changes with them.
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03
To-dos have to be visible
Overdue reminders by email or WeCom, so a flow does not die in unread.
02 / Deliverables
What we actually ship
Each item is something you can use and accept after launch—not an empty node on a feature tree.
Approval flows
Leave, expenses, purchasing and seals route by conditions. Overdue items can be chased; people can check status themselves.
Contracts and files
Contract ledger, versions and expiry reminders live in one place, instead of on personal laptops.
ERP modules
Connect inventory, orders or basic finance when you need them. You do not have to buy a full suite on day one.
Knowledge base
Policies, how-tos and FAQs are searchable, so new hires ask the same question one fewer time.
Notifications and to-dos
To-dos, email or WeCom reminders, so an approval does not sleep in a manager’s unread.
03 / Process
From brief to launch, run as an engineering job
Every stage has a deliverable you can sign. The project should not stall on rearranging approval nodes. See the full path
- 01
Map the flows
List the approvals that must go live and who decides. Phase one stays at three to five.
- 02
Org permissions
Draw departments, jobs, roles and data scope before any form design.
- 03
Forms and routing
Split by amount and department. Write overdue and reassignment rules into the system.
- 04
Connect and migrate
Which HR, finance and business APIs to use, and how old tickets become read-only archive.
- 05
Pilot and cut over
Run real tickets for two weeks, then shut the parallel WeChat approvals.
04 / Scenarios
Built for these needs
Scale and org shape change which flows go first. Match the scenario before you debate a full suite.
Growth / discipline
Growing companies that need rules
Once headcount rises, hallway agreements fail. Approvals and permissions have to live in a system.
Which approvals to ship firstCollaboration / contracts
Cross-department work
Sales, delivery and finance share contracts and invoicing data, so fewer fights over numbers that do not match.
How to split a contract back officeGroup / subsidiaries
Groups and subsidiaries
HQ sees roll-ups; each subsidiary runs its own approvals. Data is isolated and still reportable.
Isolate access, still report upReplace / migrate
Replace a legacy OA
The old system is hard to change, or the vendor is gone. Move live flows onto a back office you can maintain.
What to watch when replacing OA05 / Guides
Management system guides
Why you need a management system, what it changes, common questions, and the difference between having a back office and not. Each piece can be forwarded on its own; they link to each other.
Why it matters 6
What you gain 6
- Visible efficiency a management system can deliver
- How work changes when approvals can be chased and tracked
- How clear permissions cut disputes and leaks
- Once contracts live in one ledger, renewals and seals are not tribal knowledge
- Faster onboarding: the value of a knowledge base and processes
- How to-dos and permissions survive when a manager leaves
FAQ 8
- What an OA / management system costs, and how long it takes
- Feishu, DingTalk, and a custom back office: what actually differs
- Do you need a full ERP?
- If nobody opens the system after launch, was it worth building?
- Is WeCom enough, or do you still need your own back office?
- How to migrate data from a legacy OA
- The system made work slower: how to diagnose it
- Should you extend a legacy OA or rebuild it?
Compare & build 10
- With vs. without a management back office: how decisions actually move
- WeChat group management vs. a system: which one leaves a trail
- What happens if you only ship HR and attendance, and skip approvals
- A packaged OA nobody uses is almost as bad as having none
- Filing cabinet vs. work entry: two ways to treat the system
- Growing companies: which approvals to ship first
- Sales, delivery, and finance share contracts: how to split the back office
- Group and subsidiaries: isolate permissions, still report up
- Replacing a vendor-abandoned OA: what to watch
- From brief to launch: how a management system is built
Before you start
List the approvals that must go live, then decide whether you need a full suite
Many projects start with three to five high-frequency flows, then add modules once those run. Easier to land than boiling the ocean.
- 01Headcount, and how you use OA / Feishu / DingTalk today
- 02The three to five approvals that must go live in phase one
- 03Whether contracts, knowledge base and ERP modules wait for phase two
- 04Who will be the system admin, and who closes exceptions
Inquiry
Contact Us
Start with headcount, the tools you already use, and the flows you want live first. Faster than “we want an OA.”
Email
service@wehoope.com
Phone
+86 139-2520-6166
Address
W903, Shenzhen-Hong Kong Industry-University-Research Base, No. 201 Gaoxin South 7th Road, High-tech Zone Community, Yuehai Subdistrict, Nanshan District, Shenzhen