1.0 Bitrix24 Service - Train1

3/10/2017 Bitrix24Service
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Bitrix24Service
Bitrix24Service
TableofContents
WhatisBitrix24?
FirstSteps
RegisterYourBitrix24Service
GettoKnowaTypicalBitrix24Page
InvitingandRemovingusers
ProfilePage
WebMessenger
CompanyPulse
MyWorkspace
MyDrive
Tasks
TaskList
ViewingaTask
CreatingTasks
Calendar
UsingCalendars
Events
ExportingtheCalendars
Conversations
Mail
Emailservices
@bitrix24.commailbox
Mailboxwithyourowndomain
SetupOutlooktoconnecttoBitrix24mail
Additionaloptionsforadministrators
Workgroups
Newgroupcreation
Extranetworkgroups
IntranetuservsExtranetuser
Extranetgroupcreation
CRM
Leads
Contacts
Companies
Deals
Activities
Quotes
Invoices
Creatinginvoices
Workingwithinvoices
Configuringinvoicefields
Events
Catalog
Reports
SalesFunnel
Duplicatedetection
Duplicateprevention
file:///C:/Users/kennedy.ndire/Desktop/Bitrix24%20Service.html 1/288
Searchingandmergingduplicates
Features
Theelementlist
Selectionlists
Customfields
Accesssystem
Emailintegration
Integrationwithbusinessprocesses
Unitsofmeasurement
IntegrationwithaBitrixeStore
Membershipticketsales
Company
Documentsandfiles
Waystosharefiles
Editingdocuments
Search
Bitrix24.Drive
CompanyStructure
AbsenceChart
WorkingTimeManagement
Controls
WorkingDayTool
WorktimeSummary
SettingtheWorkingDayparameters
MeetingsandBriefings
CreatingaNewMeeting
HoldingaMeeting
RecordsManagement
UsingtheLists
Bitrix24Configuration
License
Telephony
BalanceandStatistics
PhoneNumbers
TelephonyUsers
SIPPhones
Examplesoftelephonesettings
Exampleofsoftphonesetup
OtherSettings
OfficePBXSetUp
SettingupFreePBX
SettingUpaCloudhostedPBX
Bitrix24Marketplace
InstallingandUpdatingApplications
Wiki
Generalconsiderations
CreatingaWikipage
EditingWikipages.Versionhistory
Categoriesandtags
BusinessProcesses
TypesofBusinessProcesses
TypicalBusinessProcesses
BusinessProcessDesigner
VisualModeler
BusinessProcessTemplates
SettingtheTemplateParameters
CreatingaSequentialBusinessProcessTemplate
CreatingaStatusDrivenBusinessProcessTemplate
UsingtheTemplateParameters
ExportandImport
Actions
DocumentProcessing
ApproveDocument
Publishingoncontrolledsites
Createnewcompany
Createnewcontact
Createnewdeal
Createnewlead
NewDocument
AddCRMevent
DeleteDocument
LockDocument
PublishDocument
AdditionalInformation
Readdocument
SaveHistory
ModifyDocument
UnlockDocument
RevokeDocument
Constructions
WaitforEvent
Condition
ListeningforParallelEvent
ParallelExecution
Status
WhileLoop
InteractiveSettings
AbsenceChart
Calendar
Calendarevent
Usernotification
Emailmessage
SetStateName
Task
Other
PHPCode
PauseExecution
Actionblock
SelectEmployee
Logentry
SetPermission
SetVariables
Terminatebusinessprocess
MyActions
InsertValueForm
Usingexpressionsinactivityparameters
UsingMacrosinExpressions
SynchronizationofBitrix24contactswithmobiledevicesinAndroid
MigrationtoBitrix24Selfhosted
RestoringDatafromBackupinVirtualAppliance
WhatisBitrix24?
Bitrix24isasoftwareservicedevelopedbyBitrix,Inc.providingacompanywithafullrangeofteamworkingandsocialnetworkingmeans.Theserviceis
primarilyintendedforsmallandmidscalebusinesses.
Watchvideo
Theserviceisavailableatthreedifferentfirstleveldomainseachusingdifferentuserinterfacelanguage:*.bitrix24.com,*.bitrix24.de,*.bitrix24.ru,
*.bitrix24.ua.Anendusercanchoosebetweenthefreeandpaidlicensesdependingonthenumberofemployeesandfeaturesrequired.
Bitrix24supportsabsolutelyallmodernwebbrowsers.Somefeaturesmaybeunavailableinoutdatedbrowsers.
Atitscore,Bitrix24isbasedonBitrix24Intranetwhichmeansyouwillbeabletomigratetoaboxed,onpremiseversionanytimepreservingexistingemployees,
documentsandcommunicationhistory.
FirstSteps
RegisterYourBitrix24Service
Tocreateyourownservice,openhttp://www.bitrix24.cominyourwebbrowserandusethesignupform:
Attention!Chooseyourregistrationemailaddresscarefully.Dontuseyourpersonalemailbecausealltheadministratornotificationmessagesto
employeesandextranetuserswillbeseenassentfromthisemailaddress.
Forthatreason,itisbesttouse(orcreate)adedicatedemailaddressforregistration.Thisemailshouldneverbeusedforprivatepurposesbecauseitwell
maybeneededtopassitontoanotherportaladministratorinfuture.
AfterclickingStartFreebutton,youwillreceiveanemailmessagecontainingtheregistrationconfirmationlink.Clickittoopentheregistrationform:
FillintheformsandclickCreate.Thesystemwillverifyyourdataandifeverythingiscorrect,createyournewcloudservice.Usetheregistrationemailaddress
andthepasswordyousuppliedforlogginginforthefirsttime.
Theportalcanbedisplayedindifferentlanguagesfordifferentusers.Ausercanselectapreferredlanguagebeforeloggingin.
Afteryouhaveloggedinthesystem,youwillseeaportalguidetohelpyougetstarted.Thiswindowisonlydisplayedwhenlogginginforthefirsttimeandwill
notshowupagain.
Note:ifareregisteringwiththeProfessionaltariffoption,youcanuseanarbitrarysecondleveldomain(forexample,mycompany.net)foryourBitrix24
service.
GettoKnowaTypicalBitrix24Page
AlltheBitrix24servicepageshavethesamelayout:
1companyname
2topnotificationbar
3searchbar
4workingtimecontrolarea
5personalprofileaccessandlogout
6quickcreatebutton
7showsthenameofacurrentinformationarea
8mainmenuprovidingaccesstoalltheportalpagesandservices.Themenusectionscanbecollapsedtomakethemenusmallerifrequired
9maininformationarea
10helpermenu
11bottomnotificationbar.
NotificationBars
Thetop(2)andbottom(11)notificationbarsprovideinformauserofnewmessagesandnotificationssentfromtheportalbyotherusersorsystem:incoming
messagesintheinstantmessenger,tasknotifications,newcomments,likesandsimilarevents.
Thebottomnotificationbarcanbeusedtoopentheinstantmessengerwindowbyclickingontheleftmostbutton.
QuickCreateButton
Thisuserinterfaceitemisalwaysavailableatanypageenablingtheportaluserstocreatealmostanytypeofinformationitemandmakeitvisibletoallor
selectedusers:
NameofInformationArea
Thistitleisashortdescriptionoftypeofinformationacurrentpageisshowing.Asanaddedconvenience,thetitlecontainsinformationspecifictools.For
example,theConversationspageshowsthefilters:All,My,Incoming:
HelperMenu
Unlikethemainmenuwhichremainsthesameonallpages,thehelpermenuitems(10)dependonthecurrentmainmenuselection.Inaddition,thehelper
menumayshowextrafiltersandlists(forexample,birthdays).
InvitingandRemovingusers
Auserwhoseemailaddresswasusedasthesourceoftheinvitationgetsmaximumpossibleadministrationpermission.Inotherwords,heorshebecomesthe
portaladministrator.Allotherusersgetminimumaccesspermissionwhichcanbechangedlaterbyeditingtheiruserprofiles.
InvitingUsers
Thesimplestwaytoinviteauser(employee)isclickthebiggreenbuttonandselectInviteuserfromthemenu:
Theinvitationformwillshowup:
TypeintheemailsofthepersonsyouwanttoinviteandclickInvite.Theuserswillreceiveamessage,somethinglikethis:
Youareinvitedtojointhecorporateintranet!
Theintranetprovidesaplatformforprojectsandtasks,sharingandmanagingdocuments,organizingmeetingsandforopendiscussions,blogs,andother
communications.
registrationlink
Toauthorize,enteryouremailaddressastheloginname.Uponyourfirstlogin,youwillbeaskedtocreateyourpasswordwhichwillbeknownonlytoyou.
Theuserwillhavetoclicktheregistrationlinkandprovidepersonaldataintheregistrationform.Oncetheregistrationiscompleted,theusercanaccessthe
intranet.
Note:youcanalwaysresendtheinvitationifsorequiredbyusingthepageCompany>Employees>Invited:
Loggingin
Tologin,justentertheportaladdressinthebrowseraddressbarandhitEnter.
RemovingUsers
Thenumberofusersyoucanaddtotheportal(includingtheadministrator)maynotexceedthemaximumstipulatedbyyourtariffplanandlicense.Ifyour
portalisstuffedupwithemployeesandyoucannotaddmorebuttherehasnotbeenactualincreaseinthenumberofemployeesinyourcompany,youhaveto
disablethepersonswholeftthecompanyorwasfired.Disablingauserretainstheuserprofileandallassociateddata(files,messages,posts,tasks)however,
thisprofilecannolongerbeusedtologintheportal.
Todisableanemployee,openCompany>Employees,findtherequireduserandselectDismissinthecontextmenu:
Auserprofilecanbephysicallydeleteduntilauserhasloggedinforthefirsttime.Todeletetheuserprofileofastillinactiveuser,findtheentryintheinvitelist
andselectDelete:
However,thesystemprovidesnowaytodeleteauserprofileofadisabledemployeebecausetheassociateduserprofilemaycontainpotentiallyimportant
information:tasks,files,messages,blogentriesetc.
ProfilePage
Eachofthecompanyemployeeshasaprofilepageshowinghisorherbusinessandpersonalinformation.
Thelinkstouserfiles,personalcalendars,messagesandanyotheremployeeprofilerelatedassetsareatthetopofthepage.
Iftheprofilepageyou'recurrentlyviewingisyourprofilepage,thelinksarethesameasshowninthemenuontheleftofthepage.
AccessingYourProfilePage
Toopenyourprofilepage,selectMyProfileinthepersonalmenu:
ViewingProfilesofOtherUsers
Toviewtheprofilepageofanyotheremployee,clicktheemployee'sname(whichisusuallyrenderedasalink).Youcanevensavethetroubleofhavingtoclicka
linkjusthoverthemousepointeroverthelinktoseetheuserinformationinthepopuptooltip.
Thisishowthesomeotheremployee'sprofilepagelookslike:
EditingYourProfile
Toaccessyourprofileforediting,useoneofthefollowingoptions:
AdministratorMode
InBitrix24,theadministratorcangrantadministrativeprivilegestoanotheruserbycheckingtheEmployeehasadministrativeaccesstotheportaloption
intheuserprofile.Bydefault,auserwithadministrativepermissionjustgivenremainsforsecurityconsiderationsa"nonpoweruser":heorshecannotview
hiddengroups,orotherusers'tasksorreports,orperformanyadministrativeonlyoperation.
Onlywhenthenewadministratorneedsadministrativeprivileges,heorshecanenablethembyclickingtheAdminmodelinkintheuserprofile:
Wheninadminmode,theadministrativeuserwillseeawarningonalltheportalpages:
Oncetheadministratornolongerneedselevatedprivileges,heorshemustexitadminmodebyclickingthelinkinthewarningmessage.
WebMessenger
WebMessengerenablestheintranetusersstayconnected,communicatewithcolleaguesandgetinformedoftheneweventsrightinthebrowserwindow.
WebMessengeratitscoreisalmostthesameasanyothersimilarserviceorapplication:theuserscommunicatebyexchanginginstantmessages
thecontactlistreflectsthecompanystructureandindicatesthecontactstatus(online/offline)
thenotificationcentershowsinformationonthenewevents
ausergetsnotifiedofnewmessagesanywhereontheintranet,onanypage
messagescanbesenttoofflineusersforlaterdelivery
messaginghistoryissavedonserversideandcanbeaccessedandviewedbytheusersanytime,anywhere(seebelow).
Allunreadnotificationsandmessagesarerelayedtotheuser'semailaddress.Forexample,ifforsomereasonyouarenotloggedinbutthereisanew
tasknotificationoraninstantmessageinyourmessenger,youwillbenotifiedbyemailwithin10minutes.
AstandaloneapplicationforWindowsandMacOSXisalsoavailable.Onceconfigured,itwillconnecttoyourintranetwithouthavingtologineverytimeyou
wanttouseit.
TheMinipanel
Theminipanelcanberepositionedandpinnedatoneofthefollowingplacesinthebrowserwindow:
Thepanelincludestwobuttonseachshowingthenumberofunreadmessagesornotifications:
1:opensthewebmessengerwindow
2:opensthenotificationcenterwindowshowingtheintraneteventsandnotifications.
WebMessenger
Themessengerwindowincludesthetwomainareas:theContactslistontheleftandtheConversationpaneontheright.
TheContactslistalwayscontainsallofthecompanyemployeesgroupedfollowingthecompanystructure.Ifacurrentuserisamemberofoneoftheextranet
workgroups,thesewillbeincludedinthecontacts.
Newemployeeswillappearinthecontactlistassoonastheyappearintheintranetcompanystructure.
Atthebottomofthecontactlistyouwillfindthemessengercontrolbar:
Thestatusindicatoropensamenuenablingausertoselectthedesiredstatus.TheOccupiedstatusdoesnotimplythatWallStreetisoccupiedrather,itmeans
"Donotdisturb":thenotificationbarwillshowthenumberofnewmessagesbuttheywillnotpopupeverytimetheyarrive.
Thebutton openstheconfigurationmenu:
Showofflineusers/Hideofflineusers:showsorhidesuserswhoarenotloggedin
Showusergroups/Hideusergroups:ifyouselecttoshowusergroups,thecontactlistwillshowthecompanystructurealluserswillbeshown
assignedtotheirrespectivedepartments
Enablesounds/Disablesounds:disablesoundifyoufeelannoyed.
SearchingtheContacts
Toquicklyfindarequireduser,starttypingtheirlastorfirstnameinthesearcheditbox.Instantsearchfeaturewillfilterthelistasyoutypeandshowthe
result:
Conversations
Tostarttheconversation,justclickinthecontactlistonapersonyouwanttotalkto.
Offlineusersarehighlightedwithredcolorintheconversationpaneandcontactlist.Feelfreetosendamessagetoanofflineuserasyouwouldsenditifthe
userwereonline:yourmessagewillbedeliveredassoonastheuserhasloggedin.Anyofflinemessage,likeanormalonlinemessage,isalwaysaddedtothe
messaginghistory.
Tofindyourmostrecentcontacts,clicktheRecentbutton.
Toquotethecontact'smessagetextinyourreply,hoverthemousepointerovertherequiredmessage.Thequotebutton willappear.Clickittoaddthe
formattedquotetexttoyourreply.
Note:youcanchangebetweenCtrl+EnterandEntertosendmessages.Totogglekeystrokes,clickthetextbelowthemessagesendbutton("Ctrl+Enter",
seethepictureabove).Tochangethereplyinputboxheight,dragthetopedgeoftheinputbox.
MessageHistory
Toviewpreviousconversations,clickMessageHistorybutton intheupperrightcornerofthemessengerwindow.
Tosearchmessagehistory,clicktheEnablesearchlinkintheupperrightofthehistorywindow.Then,starttypingthesearchphraseinthesearchtextbox.
Thehistorywindowwillshowonlytheentriescontainingthetextyoutyped.Tocompletelypurgethemessaginghistoryforthecontactyou'reviewing,click
Deleteallmessages.
NotificationCenter
NotificationCenterprovidesyouwithaunifiedviewofanyeventssenttoyou:messagesfromotherintranetusersinvitationstojoinaworkgrouporattenda
meetingnewlikesfromotherpeopletaskupdatesetc.Theuserswhohaveextranetaccesswillgetnotifiedofanynewupdatesoccurringintheextranetarea.
Thenotificationsappearintheupperrightcornerofanyintranetwebpage:
Toviewnotificationhistory,bringupthenotificationwindowbyclickingthenotificationbarbuttonorthebuttoninthemessengerwindow(seethepicture
below).Inthenotificationwindow,clickViewednotifications:
DesktopClientApplicationforWindowsandMacOSX
Ifallyouwantisstayconnected,youcansavethetroubleofloggingineverytimeyouhavetoreadorsendamessage.
OpentheFreeAppspage,downloadtheinstallationpackageforyouroperatingsystemandinstallit.
Oncetheapplicationhasinstalled,runitbydoubleclickingtheprogramiconontheDesktop.
Whenyoustarttheapplicationforthefirsttime,youwillseetheauthenticationwindow(itwillalsoshowupiftheprogramcannotauthenticateonthe
intranetserver).EntertheURLofyourintranettheemailaddressyouusedforregistrationattheintranetandthepasswordyouregularlyusetologin:
Thedesktopclientcanbeminimizedtothesystemnotificationarea(previouslyknownonWindowsasthesystemtray):
Thewindow,panesandbarsinsidethedesktopapplicationareabsolutelyanalogoustothoseofthewebmessenger:
However,thedesktopclientincludessomeextraoptions:
ActivityStream:openstheintranet'sActivityStreaminyourbrowser
User_Namecommand:opensthecurrentuser'sintranetprofile
Exit:closesthecurrentsessionandlogsoutfromtheintranetserver.
Thenotificationiconmenuincludesevenmorefeatures:
TheMessages,NotificationsandActivityStreammenuitemsshowthenumberofunreadevents,ifanyexist.Selecttherespectivemenuitemtoread
them.
Toseetheclientversionandcheckforupdates,selectAbout.
UsetheLogoutandExitmenuitemstoendtheauthenticatedsession,orclosetheapplication.
Note:fordetailsonconfiguringyourBitrix24forWindowstouseaproxyserver,pleaserefertothistechsupportforumtopic.
CompanyPulse
CompanyPulseallowsyoutokeeptrackofhowwellBitrix24isintegratedintothedailyworkofyourcompanyonthewholeandonatoolbytoolbasis.
ThisaestheticallypleasingdesignandhighlyfunctionaladditiontoBitrix24providesabreakdownofuseofconversations,tasks,likes,comments,etc.and
compilesitintoausagerating.
ThePulseshowsdataacrosstheentirecompanyorforindividualemployees.YoucanswitchbetweentheCompanyandPeopleregimesandevaluatetheactivity
ratingofanyemployee.
WhenusingthePeopleregime,alldataisshownforanindividuallyselectedemployee.
Thatemployeesrating,activityindex,andtheaverageindexforhisorherdepartmentonthewholeisshown.Forexample,theactivityindexshowsthesumof
variousactivitieswhichtheuserhasperformedintheintranetusingoneofsevenlistedtoolsoveragivenperiodoftime.
Foreachindicator,thereisanexplanationavailable.Clickthe"?"forthefulldescriptionofthisindicatorsmeaning.
Additionally,youcanchooseatimeperiodforwhichyouwanttoreceivedata.Itcanbeforthecurrentday,week,month,oryear.
Furtherdown,weseetheindividualpulseforemployeestheactivityofthatparticularemployeeforthegivenperiodcomparedwiththeactivityratingofthe
companyonthewholeandhisorherdepartment.
Whenworkinginthecurrentdayview,forexample,the"Likes"tabwillshowhowmanylikeshavebeensetbytheuserforthatperiodalongwiththeaverage
forthecompanyandtheusersdepartment.
Dependingonthechosentimeperiod,thegraphwillshowdaysormonths.Youcansimplemovethecursoracrossthegraphandtheindividualdatapointswill
showup.
Ofcourse,mostimportantisthebottomsection,whereall7maintoolsoftheproductareshownandyoucanseetheratingoneachindividually.
Thissectionletsyouassesstheengagementofyourworkforceonatoolbytoolbasisoveragivenperiod.Thenumbersshowthequantityoflikes,tasks,IM
messages,andtheothermainfeaturesintheproduct.
Administratorscanusepremademessagesthatcanbepostedintotheactivitystreamtostimulateusageofvarioustools.
TheCompanymodehelpsyouanalyzetheactivityofyourwholeteamandassessthe'adoptionrate'ofindividualtools.
MyWorkspace
ThebasicfunctionalityforusersisintheMYWORKSPACEsectionintheleftmenu.
Everythingthatconcernstheuserishere:tasks,photoalbums,calendar,andfiles.
MyDrive
TheMyDrivepageisapersonaldocumentlibraryforeachuser.
Ausercanplaceprivatefilesintothepersonallibraryandtheywillnotbevisibletootherusers.Inaddition,thereisaSharedfilesfolderpresentineachusers
personallibrary.Byplacingfilesintothisfolder,theybecomeaccessibletootherusers.
ReadaccessisgrantedtofilesinsidetheSharedFilesfolder.
EachusercanchangetheaccessrightstotheSharedfilesfolder.Groupsorotherusersmaybegrantedwriteaccess,forexample.
Tasks
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TheTaskspagehelpsviewandmanagethetasksanemployeeisassignedtoperform.
Tasksservetostreamlinepersonalandteamwork.Theyhavearangeofpropertiestocontrolworktimeandproductivity,priority,rolesandsomeothers.
Anemployeedoesnotrequirespecialpermissionstousetasks.
Thefollowingrolesareusedwithtasks:
ResponsiblePersonisanemployeetowhomthetaskisassigned.
Authorisapersonwhohasassignedthetaskfortheemployee(e.g.aheadofdepartment).
Participantisapersontowhomthesametaskhasbeenassigned.Tasksmaybeassignedtomultipleemployees,e.g.toawholedepartment.
Observerisapersonwhoistobenotifiedofthetaskprogressbutnotdirectlyrelatedtoit,e.g.aheadofanotherdepartmentwho,duetoanestablished
workflow,needstobeinformedofwhatisgoingoninotherdepartment(s).
TaskList
Thetasklistisagridshowingthetaskpropertiesandstatus.Thefollowingelementsexistonthetasklistform:
Controls
TaskGrid
GanttChart
FilterPane
SimpleFilterMode
ExtendedFilterMode
Controls
Thefollowingcontrolsareusedwiththetasklist.
createsanewtaskusingaspecialtaskeditorform
thequicktaskbutton.Addsanewrowtothetasklistallowingtosetthenewtaskspropertiesinplace:
createsataskusingoneoftheexistingtemplates
Usethelinkstitledbythetasknametocreateanewtaskwithfieldsprefilledaccordingtothetemplatevalues.
UsetheViewalltaskstemplateslinktoviewandeditthetasktemplates.
Thefollowingbuttonsswitchthetaskviewmode:
Includesubtasksshowsthelistasatasksandsubtasksview.Inthismode,thechildsubtasksarehiddenbydefault:
Thenumbershowsthetotalsubtaskcount.Toviewthetaskssubtasks,click :
Flatviewactivatestheflatviewmodewhich,ifactive,showssubtasksasiftheyarenotattachedtoanyparenttask:
UsetheGanttchartbuttontoviewtasksasaprojectscheduleonabargrid.
UsetheReportsbuttontodesignandviewtaskreports.
Note:if,whencreatinganewtask,theoptionPropagatethetasktomultipleresponsiblepersonsischecked,themaintaskisshownasmultiple
subtasksbelongingtoamastertaskwhichisdenotedby .
SubtasksarediscussedinmoredetailinthelessonCreatingTasks.
TheTaskGrid
Attention!Thetaskgriddisplaysonlythetaskstowhichyourelateinanyway(thatis,youarethetaskcreator,theperformerortheobserver).
Toviewthetasks:
usetheemployeepersonalpage(theTaskstab)
usetheextendedfiltermodeonyourpersonalpage
usetheworkgrouppage(theTaskstab).
AusercanviewotherpersonsworkgrouptasksifsuchactionisallowedbythePermissiontoviewalltasksontheworkgroupsettingspage.
Thetasksaregroupedbyprojects(usuallyrepresentedbyworkgroups),theworkgroupnamehighlighted.Usethelinkstoaddmoretaskstotheselectedproject.
Thetasksthatarenotboundtoaproject(workgroup)aredisplayedasfreeungroupedentities(asshowninthegreenframeonthefigurebelow).
Thegridincludesthefollowingcolumns:
Tasks
Thiscolumnisassimpleasitis:itjustshowsthetasknames.Thenamesarelinksopeningthetaskviewform.Thetasknamesmayhavedifferentcolors
dependingonthestatus:
greenarethetasksthathasbeencreatedbutnotaccepted
bluearethetasksacceptedbyanemployee
blackaretheacceptedtasksorthetaskscurrentlybeingfulfilled
redaretheoverduetasks
greyarethecompletedorsuspendedtasks
orangearethedeclinedorunconfirmedtasks.
Thetasktitlemayshowextrainformationicons:
thisishowmanytimesthetaskhasbeenupdatedsinceitwaslastviewed
thenumberofcommentstothistask
thefilesattachedtothetask.
Actionmenus:
Eachtaskhastheactionmenuyoucanactivatebyclickingontheicon .
View:opensthetaskinformationpage
Edit*:opensthetaskforediting
CreateSubtask:addsachildtasktoagiventaskandopensthetaskeditforminwhichyoucansetthesubtasksparameters
CreateQuickSubtask:addsagridrowtosetthenewsubtasksparametersinplace
Accept:usethiscommandtoacceptthetask(thinktwice!)
Thismenuitemisunavailabletoanemployeeifataskwascreatedbyasupervisor.Inotherwords,anysupervisorstasksareautoaccepted.
Decline:thinktwiceagain
StartExecution:startsthetaskwhicheffectivelystartsthetasktimer
Close:usethiscommandonceyouhavecompletedthetask
AcceptasCompleted*:thiscommandisforsupervisors.ItisonlyavailableforthetaskscreatedwiththeoptionRequireapprovaltoclosetask
checked.Selectingitmeansthatasupervisorissatisfiedwiththeemployeesresults
ReturnforCompletion*:asopposedtoAcceptasCompleted,thiscommandexpressesthesupervisorsdissatisfaction.Anemployeeisthuskindly
askedtoreviewthetaskandfinishit
Pause:temporarysuspendsthetask
Copy:duplicatesthetaskthatis,createsanewtaskwhosefieldshavethesamevaluesastheoriginalone.Theduplicateisalwayscreatedasa
subtask
AddtoDailyPlan:addsthetasktotheworkingdayreport
Delete*:wipesthetaskout.
*thesecommandsareavailabletothetaskauthoronly.
Thetaskstatuscolumn:
Thiscolumnshowsiconsindicatingthecurrentstatusofthetask.
thetaskisawaitingacceptancebytheassignedemployee*
thecompletedtaskisawaitingtobeapprovedbythesupervisor
thetaskresultrequiressupervisorsattention*
thetaskneedstobeaccepted
thetaskiscurrentlybeingfulfilled
surprise!thisisabutton,notanicon.Clickittostartthetask.Thisbuttonbecomesavailableonceyouhaveacceptedthetask.
*thisstatusisavailabletothetaskauthoronly.
Thetaskprioritycolumn:
Thiscolumnshowsthetaskpriority.
lowpriority
mediumpriority
highpriority
TheDeadlinecolumn:
Thiscolumnshowsthedateandtimeafterwhichthetaskisoverdue.
TheResponsiblecolumn:
Thiscolumnshowsthenameofanemployeewhoisresponsibleforthetaskprogressandresult.Thenameisalinkleadingtotheemployeepersonalpage.
TheCreatorcolumn:
TheCreator(author)columnshowsthenameofasupervisor(oremployee)whohascreatedandappointedthetasktotheresponsibleperson.Thenameis
alinkleadingtotheuserpersonalpage.
Thelastcolumn(untitled):
Thiscolumnshowsthetaskratingmenu:
unrated
positiverating
negativerating.
Thereisanotheroptioninthiscolumn:
thedimmedflag(actsasacommandbutton).Clickittoclosethetask
thefullgammaiconindicatesthatataskiscompleted.
Tosortthegridbyanyofthecolumns,clickthecolumnheadertitle.
Clicktomakethegridunsortedback.
TheGanttChart
AGanttchartisatypeofbarchartdevelopedespeciallyforthepurposeofillustratingaprojectschedule:
TheGanttchartsprovideamechanismforthevisualeditingofthetaskschedule.Youcanusethemousetochangethedurationorstartandendtimeordateof
aparticulartaskbysimplydraggingitinthechart.
Thachartdisplaysaninfotipwhenyouhoverthemousepointeroveratask.Theinfotipshowsthetaskname,author,responsibleperson,duedate,statusand
priority.Thecolourofthetaskbarinthechartmirrorsthetaskstatus(inprogress,overdueorcompleted).Thecompletedtasksaremarkedwithflags.Toview
thetaskdetails,simplyclickDetailsintheinfotip.
Rightclickonataskonthecharttoopenthepopupmenucontainingthetaskmanagementcommands:
TheFilterPane
Thelistshowstasksaccordingtothefiltercriteria.Thefilterhastwomodes:SimpleandExtended.
Thefilterpaneincludesthefollowinglinks:
Templates:opensapagecontainingyourpersonaltasktemplates
Reports:showsyourreports.
The"exportto"linkssendsthetaskstoarespectiveapplication.
SimpleFilterMode
Thismode,allowingforfastswitchingbetweentasktypes,isusefulforquicknavigation.
Thesimplefilterhasthetwoareas:
1. Filterbyuseraffiliation
MyTasksselectsallthetasksforwhichyouarearesponsiblepersonoraparticipant.
I'mresponsibleselectsonlythetasksforwhichyouareresponsible
I'maparticipantselectsonlythetasksassignedtootheremployeesandyou
InReportselectsonlythetasksthatareassignedtoyouandwillbelistedintheEfficiencyReport
Createdbymeselectsallthetasksyouhavecreated.
ForReportselectsonlythetasksyouhavecreatedthatwillbelistedintheEfficiencyReport
Observerselectsonlythetasksthatarenotassignedtoyoubutofwhoseprogressyouwillbenotified.
Allselectsallthetasksyouhaveanyaffiliationwith.
Note:Thetaskcountyoureadintheaffiliationfilterdependsontheselectedtaskstatus(seebelow).
TheCreatedbymetasksmayshowthenumberofyourtasksindifferentstatuses,ifanyexist.ThesefiguresarethesameasintheStatusesfilter
section.Considerthefollowingillustration:
2. Filterbytaskstatus
Activetasksmayinclude:
Unaccepted*arethetasksassignedtoyoubutnotacceptedbyyoursupervisoryet
Awaitingcontrol*arethefinishedtasksyouhaveassignedtoanotheremployeethesetasksrequireyourcontrolandapproval
Newareyourtasksthatyouhavenotacceptedyetorthetasksyouhavesubmittedtoanotheremployeeandawaitingacceptance
Inprogressarethetasksthatarenowbeingfulfilled
Acceptedtasksarethoseyouneedtohavefinishedinduetime
Overduearethetasksthathavefailedtobefulfilledintime.
Deferredarethetaskswhoseexecutionhasbeenpaused
Completed:thisstatusisascribedtotasksthatarefinishedand/orrequirecontrol.
*thesestatusesareavailableonlytoemployeeswhohavepermissiontoenabletheoptionControlTaskResult.
TheUnacceptedandAwaitingcontrolstatusesareavailableifCreatedbymeisselectedintheaffiliationfilter.
Itisobviousthatthetasksyousee(ordontsee)inthegriddependonthefilterselection.Ifyourselectiondoesnotmatchanytask,thetasklistwillcomeup
emptyevenisthereareplentyoftasksbutunfortunately,theydonotmatchyourselection.
Toshowalltheexistingtasks,selectAllinbothfilterpanes.
Attention!Whenyoubrowseyourowntasks,theaffiliationfilteristalkingaboutyou,inamannerofspeaking:Createdbyme,I'maparticipantits
allaboutyou.But,whenbrowsingsomeotheremployeestasks,donotconfusetheirCreatedbymesandI'maparticipants.Itsallaboutthat
person!
Theaffiliationfilterisnotavailablewhenviewingworkgrouptasks.
ExtendedFilterMode
Usethismodetosearchfortasksbyoneormoreofthetaskproperties(name,author,statusetc.).
Ifyouareofthesupervisorrole(headofdepartmentetc.),usetheoptionShowsubordinates'tasksto
selectthetasksassignedtoyoursubordinates.
ViewingaTask
TaskDescription
TaskManagementControls
InfoPane
Anemployeecanviewthedetailsofonlythetaskstowhichheorsheisaffiliated.Thosearethepersonaltasks,thetasksinwhichheorsheparticipates,orthe
tasksassignedtoanemployeesworkgroup.
Toviewatask,clickthetasknameinthetasklist.Thiswillopenthetaskdetailsform:
TheTaskDescription
Thetaskdescriptionisexactlythetextthetaskauthorenteredwhencreatingthetask.
Ifyouarethetaskauthor,theTagsfieldwillincludetheaddlink:useittocreatetagsforthetask.SeeCreatingTasksformoreinformationonusingtags.
TheTaskManagementControls
Belowthetaskdescriptionarethecontrolsyouwillusetomanagethetaskflow:
acceptsthetaskassignedtoyou
Thisbuttonisunavailabletoanemployeeifataskwascreatedbyasupervisor.Inotherwords,anysupervisorstasksareautoaccepted.
completesthetask.Useitwhenyouhavefinishedeveryactivityrequiredbythetask
startsthetaskmeaningthatyouarereallygettingdowntoit
rejectsthetask.Useitwhenyouarenotreadytofulfillthetaskforsomereason
Pausetemporarilysuspendsthetaskexecution
Resumestartsthetaskagain.
Forthetaskcreator(author),thecontrolsaredifferent:
*acceptsthetaskfulfilledbyanemployeeassignedtoperformit
*assignsthetaskagaintothesameemployee.Useitifyouarenotsatisfiedwiththeresults
Editopensthetaskforeditinginthetaskeditform
Resumestartsthepreviouslysuspendedorcompletedtask
Deletedeletedthetaskirreversibly.
*thesecontrolsareavailableonlyfortasksthatwerecreatedwiththeoptionRequireapprovaltoclosetaskchecked.
Ifacurrenttaskhassubtasks,theywillbeincludedinthetaskdetailsform:
BelowthetaskmanagementcontrolsistheAddCommentlinkwhichexpandsthecommenteditor.Useittoaddyouropinionorreporttothetask:
TheInfoPane
Onthescreenrightistheinformationpaneshowingthetaskdetails.Theinfopanehasthefollowingcontrols:
theDeadlinelink:changesthetaskdeadline
Deadlinecanbemodifiedby:
thetaskcreator
ataskperformerifthecreatorenabledtheoptionResponsiblePersonCanChangeDeadline.
theDurationlink:changesthetimeactuallyspentforthistask.
Forthetaskauthor,thefollowingadditionalcontrollinksareavailable:
change:useittoreassignthetasktoanotheremployee
Priority:changesthetaskprioritylevel
Rating:usethislinktoratethetask
AddParticipants:allowstoassignthetasktomoreemployees
AddObservers:usethislinktospecifythepersonswhowillreceivenotificationsaboutthetaskprogress.
Thesupervisorscanincludethetaskintheefficiencyreport:
CreatingTasks
CreatingTasks
EditingaTask
CreatingaSubtask
CreatingTasks
Tocreateanewtask,click inthetasklistform.Thiswillopenthetaskeditform:
Fillintheformfields:
enterthetaskname.Thisfieldisrequired
intheResponsiblePersonfield,selectanemployeewhoisgoingtofulfilthetask:
bypickinganemployeefromtherecentlyusednames:
bybrowsingthecompanystructure:
bylivesearchingforapersonbytheirname:
Tochangetheresponsibleperson,justselectanotherone.
Toassignthetasktomorethanoneemployee,checktheboxDuplicatethetaskandchoosemultipleresponsiblepersonsandclicktheChange
ResponsiblePersonslinktoshowtheemployeeselector:
Selectthedesiredresponsiblepersonsjustbyclickingtheirnames.Toremovearesponsiblepersonfromtheselection,click besidethepersonsname:
Onceyouhaveselectedtheresponsiblepersons,click .
Notethatwhenusingmultipleparticipants,acopyofthetaskiscreatedforeachofthem,eachsubtaskbeingachildofthemastertask:
Theicon denotesthatthetaskisduplicatedforeachoftheparticipants.
TheCreatorlinkallowsyoutochangethetaskauthorwhicheffectivelycreatesthetaskonbehalfofanotherperson.Forexample,youcancreateataskfor
yourselfonbehalfofauserwhocannotdoitforsomereason.
Toassignthetasktomorethanoneemployee,usetheParticipantslink.
Ifrequired,changethetaskweightusingthePrioritytoggle.
UsetheTags(add)linktoaddtagstoyourtask.
Note:tagscangreatlysimplifytasksearchwhenusingtheextendedtaskfilter.
Firstofall,createthetagsappropriateforthetask.Clickaddandtypethetags,separatemultipleentrieswithacomma.Then,click :
Thenewtagswillbecomeavailableinthetagsform:
Now,selecttherequiredtagsandclick"Save".
Wheneveryouneedtomodifythetags,click inthetagsform.Then,editthetagsintheinputfieldsordeletethembyclicking.
Havingdoneeditingthetags,click"SaveChanges"tosavethetagsandreturntothetagsform.
Tochangetheexistingtasktags,clickthechangelink.
Toridthetaskofthetags,justuncheckallthecheckboxesinthetagsform.
Setthetaskdeadline.Thetimeplanninglinkcanbeusedformoresophisticateddeadlinespecification:
Toallowaresponsiblepersontochangethetasktimeframe,marktheResponsiblepersonmaychangedeadlinecheckbox.
UsetheRequireapprovaltoclosetaskcheckboxifyouwanttocheckthetaskoutputbeforeclosingit.Notethatthetaskwillnotbecloseduntilyouverify
it.
Supervisorscancreatetasksfortheiremployeesinsuchawaythat,onceclosed,thesetaskswillappearintheproductivityreportbycheckingtheInclude
TaskInEfficiencyReportcheckbox.
Enterthetaskdescription.
Toattachthetasktoaworkgroup,selectarequiredgroupintheThistaskisingroup(project)list.
TheMorelinkcanbeusedtospecifyadditionaltaskparameters:
TheObserversminiformcontainsthepersonswhowillreceivenotifications(PMs)aboutthetaskprogress.
Tostartthetaskagainafterarequiredtimeperiod,usetheRepeattaskoption.
Sometimesataskmustnotstartuntilanothertaskiscompletedandclosed.Ifthisisthecase,usethePreviousTaskslinktospecifythetaskdependencies.
TheParentTasklinkallowstoselectatasktowhichthecurrenttaskwillberelatedaschild.Inotherwords,ifyouselectaparenttask,thecurrenttaskwill
becomeasubtaskoftheformer.
Click tosaveandassignthetask.
EditingaTask
Toeditatask:
selectEditinthetasksactionmenuinthetasklist
clicktheEditlinkinthetaskviewform.
CreatingaSubtask
Subtaskscomeinhandywhenastrictcontrolisrequiredovercomplexandsophisticatedtasks.Suchtaskscanbesplitintoseveralsimpleonesthereby
streamliningthetaskworkflow.Whatismoreimportant,thesubtaskscanbeassignedtodifferentemployeesordepartmentswhichbringstheflexibilityofthe
underlyingbusinessprocesstoahigherlevel.
Attention!Theparenttaskactsasagroupingcontainerthesubtasksareindependentofeachother.
Tocreateasubtask:
selectaparenttaskinthetaskeditform.Thiswillessentiallymakethetaskbeingeditedasubtask
orbyclickingCreateSubtaskinthetaskviewform
orbyclickingthequicksubtaskbutton rightinthetasklist.
Thesubtaskwillshowinsidetheparenttask:
Calendar
Watchvideo
UsetheCalendarlinktocreateasmanycalendarsasyouneedandviewtheeventsofallofyourcalendarsonaunifiedgrid:
TheCalendarParameters
ClicktheSettingsbutton(seenas )toeditthecalendarparameters:
InvitationCalendar:specifiesthecalendarthat,onceanemployee(forexampleyou)hasbeeninvitedtoaneventandtheemployeeacceptsthe
invitation,willcontainandshowtheevent
Highlightunconfirmedevents:addsamorepositivevisualhinttounconfirmedevents:sucheventswillshowblinking
Showexternalconnectionbar:uncheckthisoptiontohidetheexternalsyncoptions(Outlookandmobiledevices)onthecalendarmainpage
Showeventsyouhavedeclined:tohideeventsinwhichyouhavechosennottoparticipate,uncheckthisbox
Showpasteventsingray:showstheeventsinthepastas"disabled".
Configurefavoritecalendars:bringsuptheFavoritecalendarsform:
Feelfreetoaddanycalendartothislist,evenacalendarofanyoftheemployees.Starttypingthename,loginoremailinthesearchboxandthenselect
inthelistapersonyouarelookingfor:
SelecthisorhercalendarinthelistandclickAdd.
ThecompanywidecalendarscanalsobeaddedtoFavorites.
Configureexternalcalendars(CalDAV):connectstoanexternalcalendarforsynchronization
Resetpersonalsettings:thislinkwillrevertalloftheparameterstotheirinitialvalues.Thismaybeofhelptothoseuserswhodidsomethingwrongto
theconfigurationandcannotrememberwhatexactly.Thingshappen,youknow.Auserwillhavetoconfirmthereset:
UsingCalendars
Thesystemcansupportmultipleindividualcalendarsforeachoftheexistingeventtypesshowthemonaunifiedgridsavethemostimportantcalendarsin
Favoritesforfasteraccess.
CreatingaCalendar
ConnectingtoExternalCalendars
AddingCalendarstoFavorites
ManagingCalendars
CreatingaCalendar
Tocreateacalendar,youwillclicktheaddlinkinthecalendarsbar:
orclicktheAdddropdownarrowandthenselectnewcalendarinthemenu:
Anyofthetwomethodswillshowthecalendarpropertiesform.Enterthecalendarnameanddescription.Youmayselectadistinctivecolorifyoulike:
TheEnablecalendarexportoption,ifchecked,effectivelyallowstheMSOutlookcalendartoconnecttothisone.Selecttherelativeageofeventstobe
exportedintheExporteventslist.
Attention!Outlook2007orbetterisrequiredforfullyfunctionalintegration.
UsetheAddtofavoritescheckboxtoautomaticallyaddthenewcalendartoyourfavoritecalendarsforeasieraccess.
ConnectingtoExternalCalendars
AnyexternalcalendarcanbeconnectedaslongasitsupportsCalDAVprotocol(e.g.Googlecalendar).
Toconnect,selectexternalcalendar(CalDav)inthemenu:
ThiswillopentheExternalcalendarconnectionsform:
Specifyhere:
thecalendarnameasitwillbeseeneverywhere
theconnectionURL.Forexample:aGooglecalendarconnectionURLwouldbesomethinglikethis:
https://www.google.com/calendar/dav/YOUREMAIL@DOMAIN.COM/user
entertheusernameandthepasswordforconnectionusingtheURL
ClickSave.
Ifeverythingiscorrect,thecalendarlistwillshowtheexternalcalendar,andtheeventgridwillshowthecalendarevents.
AddingCalendarstoFavorites
Addyour(andotheremployee's)calendarstoFavoritesforfasteraccess.
Tofindandaddcalendars,clicktheconfigurelinkinthefavoritesbox:
Alternatively,startbyopeningtheconfigurationmenubutton( )andselectingtheConfigurefavoritecalendarsmenuitem.
Thefavoritecalendarsformwillshowup:
Feelfreetoaddanycalendartothislist,evenacalendarofanyoftheemployeesifyouhavesufficientpermissions.Starttypingthename,loginoremailinthe
searchboxandthenselectinthelistapersonyouarelookingfor.SelecttherequiredcalendarsinthelistandclickAdd.
ToremoveacalendarfromFavorites,usetheeponymousmenucommand:
ManagingCalendars
Usethecalendaractionmenutoeditandmanagethecalendars:
Edit:opensthecalendarpropertiesformwhichismostlysimilartotheoneusedwhencreatingacalendar.Foranexistingcal3endar,however,thereare
twoextraelements:aDeletecalendarlinkandtheaccesspermissionsconfigurationtab:
AddtoFavorites/RemovefromFavorites
OutlookConnection:createsabidirectionalconnectiontoMSOutlookforeventsynchronization
Delete:deletesthecalendar.
Events
Anycalendarcanbeusedtoshowandmanageevents.EventSchedulerwillhelpyouplanandmanagepubliceventsfeaturingvirtuallyunlimitednumberof
guests.
Itisnoteworthythatbesideseventsthecalendarsmayshowtasks,forexample:
Thetasksarealwaysonthebottomofthecalendarsview.
Youwillfinddetailedinformationonusingtaskshere.
AddingEvents
ManagingEvents
EventScheduler
AddingEvents
Aneventmaytakeseveralhours,awholedayoritmayspanseveraldaysinarow.Useoneofthetwomethodstoaddanevent.
Method1
Selectandclickthedayforaneventonthecalendargrid.Theneweventdialogboxwillshowup:
Settheeventnameandselectthecalendartowhichtheneweventwillbeattributed.Specifyifyouwillbeavailableforthetimeoftheevent.
Note:formultipledayeventsclicktheMorelinkandspecifythestartandenddates(seeMethod2).
Otherwise,youcansettheeventdurationdirectlyonthecalendar.Presstheleftmousebuttonontheeventstartdayanddragtothelastdaywhile
holdingtheleftmousebuttondown.Onceyouhavereleasedthemousebutton,thesystemwillopentheextendedeventcreationformshowingthe
selectedtimespan.
ClickAdd.
Method2
ClicktheAddbuttoninthetoprightcornerofthecalendar(orclickthedropdownarrowandselectnewevent):
Theextendedeventcreationdialogboxwillshowup:
Specifythestartandenddates(thelatterisoptional).Ifyoureventistobescheduledforcertaintime,setitusingtheclockbutton .
OtherfieldsonthistabaresimilartothesimplifiedeventformdescribedinMethod1.
Addtheeventdescription.
OntheGueststab,selecttheeventparticipants.ClickAddattendeesandstarttypingtheperson'sname.Selecttherequiredparticipantinthequick
searchlist.Addallthepersonsyouwouldliketoinviteinthesimilarmanner:
Alternatively,youcanusethecompanystructuretreetoselectandaddtheattendees:
Agoodideaistomakeyourinvitationmorehumanlike,textuallyattractiveandpleasingtothereaders.ClickAddinvitationtextandcomposeamessageto
thepersonsyouareabouttoinvite.
Thismeetingispublic:toenableotheruserstotakepartintheevent,checkthisbox.
Notifywhenattendeesconfirmordeclineinvitation:checkthisboxifyouwanttoreceivemessageswhenapersonyouhaveinvitedacceptsordeclines
yourinvitation.
Askuserstoreconfirmattendance:checkthisboxandclickSavetosendtheinvitationtoalltheattendeesagain.Thisoptionisonlyavailablewhenediting
anexistingevent.
Theusersyouhavechosenwillreceivethemessagewithlinkswherebytheycanacceptordeclineyourinvitation.Onceauserhasdecidedhisorherfate(well,
infacttheoutcomedecidesthefateofyourevent)theattendeelistwillshowthegueststatus:
:thepersonhasconfirmedtheirattendance
:thepersonhasrefusedtoattendtheevent
:thepersonisstilldeciding.
Toremoveapersonwhoisdecidingtoolong(whatotherreasonstoremoveaguestcouldtherebe,right?)clickthecrossbutton:
Aneventhassomeotherusefulparameterstoconfigure.ClicktheMoretab:
Reminder:prettyobvious.Specifiestosendamessagetoletyouknowyou'llbehavinganeventsoon.
Recurringevent:canbeusedtospecifythataneventwilloccuragainaftersometime.Anexampleofarecurringeventwouldbeyourbirthday.
Specialnotes:besidestheobviouspriorityparameter,thisgrouphasanoptiontomaketheeventprivate.Anyinformationonaprivateeventis
"classified"onlythestartandenddatesandthepersonavailabilityisvisible.Asyoucansee,itinfactmakesaprivateeventquite"unclassified".
More:ifyouneedtobindtheeventtoaCRMelement,clickSelecttofindandattachone.Itwillmarktheeventinthegridwithathreecharacter
chevron"crm".
ClickSave.
Theneweventisnowvisibleinthecalendargrid.
Note:forevenmoreadvancedcontrolovertheeventparametersandschedule,usetheEventScheduler.
ManagingEvents
Tomanagetheeventdirectlyinthecalendargrid,hoverthemousepointerovertheevent.Youwillseethecontrolsappearingovertheeventarea.Thefollowing
commandsareavailable:
clickthecoloredfieldtoviewtheeventdetails:
openstheeventforediting.Theeventeditformistheoneyouwereusingtocreatetheevent
deletestheevent.
Note:thelasttwocommandsarefunctionallyanalogoustotheEditandDeletelinksintheeventpropertieswindow.
TheEventScheduler
Whilethequickanddirtywaytocreateeventsdescribedinthepreviouschaptermaybeneatandeasy,itprovidesnovisualcuesastoavailabilityorpresenceof
thepersonsinvitedtoattendtheevent.That'swhythesystemincludestheEventScheduleraspecialfeaturedesignedtomanagepublicevents.
Toopenthescheduler:
clicktheAddbuttonandselecteventusingEventSchedulerinthemenu,or
whencreatinganeventusingtheeventeditform,clicktheEventSchedulerlinkontheGueststab:
Intheschedulerwindow,setthefollowingparametersforthenewevent:
thestartandenddateandtimefortheevent
theeventduration(inminutes,hoursordays)
theeventlocation.
Addeventattendeesjustasyouwoulddoitintheeventeditform.
Onceyouhavedoneaddingguests,thepubliceventwillappearontheschedulergrid.Youcanchangethegridscalesothattheeventisfullyvisible.
Ifthepersonsyouhaveaddedtotheeventguestlistwon'tbeavailableatthetimeoftheevent,theywillbehighlightedwithred:
Inasituationlikethis,thebestthingtodoislocktheeventdurationanddragtheevent(usingthemouse)onthegridtothetimewhenallthepersonsare
availabletoparticipateinyourevent.Agoodeventwhosetimesarecorrectandallguestsareavailableisshowningreen:
Thefollowingfigureillustratestheuseofthemouseforadjustingtheeventdateandtime:
ExportingtheCalendars
Thecalendarstheintranetuserscreateandusecanbeexportedtomultipleformatsanddevices.
ExporttoMSOutlook
ExporttoiCal
Connectingcalendarstomobiledevices
Youwillfindthecalendarexportcontrolsjustbelowyourfavoritecalendars:
ExporttoMSOutlook
Attention!Outlook2007orbetterisrequiredforfullyfunctionalintegration.
YouhavetoexportthecalendarsfromBitrix24beforeyoucansynchronizeeventsofthesecalendarswiththeMSOutlookcalendars.
Openthepagecontainingtheeventcalendartobeexported.Openthecalendar'sactionmenuandselectConnecttoOutlook:
Otherwise,youcanjustselecttherequiredcalendarintheOutlookconnectionform:
ThiswillstartMSOutlookshowingthefollowingmessagebox:
ClickYestoconnectthecalendar,orAdvanced...ifyourcalendarorsystemneedsmoreconfigurationoptions:
Enterthefoldername(whichisinessencethecalendarname)andthedescription.ClickOK.
Onceyouhavefinishedconfiguringtheconnection,thecalendarwillappearinMSOutlookshowingtheeventsonthecalendargrid:
ExportothercalendarsyouwanttoshowinMSOutlook.Ifyouchoosetodisplaymultiplecalendarsonasinglegrid,theMSOutlookcalendarwilljustlike
theintranetcalendars:
WheneveraneweventisaddedtotheMSOutlookcalendar,thiseventwillautomaticallyshowupintheintranetcalendar.Considerthefollowingexample.
ChoosethedayforaneventanddoubleclickthedayonthecalendargridinMSOutlook.Theneweventformwillopen:
Fillinthefields:Subject,Starttime,Endtime,Description.
Note:youcanprovideinformationintheLocationfield,howeveritwillnotreflectintheintranetevents.
ClickSaveandClose.
Asyoucansee,theneweventisnowvisibleintheMSOutlookcalendar:
OncetheeventhasbeenaddedtoMSOutlook,thesystemwillsynchronizeitwiththeintranetcalendar.YoucanviewthesynchronizationprogressintheMS
Outlookstatusbar:
Theportalcalendarwilldisplaythiseventassoonassynchronizationhasfinished.
YoucanmanageyoureventsinMSOutlookaseasilyasyouwoulddothatintheportalcalendar.
InMSOutlook,doubleclicktheeventyouwanttomodify.EdittheeventparametersintheeventeditwindowandthenclickSaveandClose.
TodeleteaneventinMSOutlook,simplyselecttherequiredeventandchooseDeleteinthemenu.
AnyactionyouperformonaneventwillautomaticallyrunsynchronizationsobothcalendarsinMSOutlookandintheportalareintact.
Toturnoffcalendarsynchronization(betweenBitrix24andOutlook),theconnectionneedstobeturnedoffinOutlook.OpentheCalendarsectionofOutlook,
rightclickthenameofthecalendarandchooseDeletefromthedropdownoptions:
Afterconfirmingdeletion,synchronizationwillbeturnedoff.
ExporttoiCal
TheExporttoiCalmenuitemisonlyavailableifyouhaveenabledexportinthecalendarparameters(seetheEnablecalendarexportoption).
Toexportthecalendars:
SelectExporttoiCalfortherequiredcalendar.
Inthemessagebox,copethelinktotheClipboard:
RunMSOutlookandopenTools>AccountSettings....
ClicktheInternetCalendarstabandclickNew....
Pastethecalendarlinkyouhavepreviouslycopied:
ClickAdd.TheSubscriptionOptionsdialogboxwillopen,settheFolderNameandDescriptionforthecalendarbeingimported.
Savechanges.Thecalendarisnowconnected.
ConnectingCalendarstoMobileDevices
Bitrix24supportsCalDavprotocoltoconnecttheintranetcalendarstomobiledevices.
Openthemobileconnectionmenuandselectthecalendaryouwanttoconnect:
Now,thoroughlyreadtheinstructions:
AppleDevices:iPhone,iPad
ToaddtheselectedcalendartoyourAppledevice:
ClickSettingsandselectMail,Contacts,Calendars>Accounts.
ClickAddAccount.
SelectOther>AddCalDAVAccount.
SpecifyyourBitrix24domainasserver(https://intranet).Useyouremailandpassword.
Note:NewAppledeviceswilltakeitfromhereandconnectontheirown.Forolderversions,specifythelink(see4intheconnection
instructions)intheaccountextraparameters.
SettheauthorizationmethodtoSSL.
MozillaSunbird
RunSunbirdandselectFile>Create>Calendar.
SelectOntheNetworkandclickNext.
SelectCalDAVformat.
IntheLocationfield,enterthelink(differentfordifferentusers)andclickNext.
Giveyourcalendaranameandselectacolorforit.
Enteryourusernameandpassword.
ConnectingCalendarstoAndroidDevices
Androiddevicesdon'tsupportCalDAVoutofbox.YouwillhavetousethirdpartyapplicationorservicestoconnectcalendarsoverCalDAV.
TosynchronizeacalendarusingGoogleservices,configureyourAndroiddevicefirstandthensetthecalendarforexportontheintranetside.
OnyourAndroiddevice,openSettingsandclicktheAccountsandsynctab.
ClickAddAccount.
SelectGoogleAccounts.
SpecifyyouremailaddressandpasswordyouusetoaccessGoogleservices.
ChecktheSyncCalendarbox.
Nowconfigureyourintranetcalendar:
SelectCalendar>Add>Externalcalendar(CalDav)inthemenu.
Followtheinstructionsandprovidetherequiredinformation:
thecalendarname
theexternalcalendarconnectionURL:https://www.google.com/calendar/dav/YOUREMAIL@DOMAIN.COM/user(thisaddressmustbethesame
asspecifiedonyourAndroiddevice)
thesameemailaddressandpasswordyouspecifiedontheAndroiddevice.
Thecalendarswillnowsynchronizeautomatically.
Conversations
TheConversationspagecontainstoolsyouwillusetosendmessagestootherintranetusers,andreadthepostsandcommentsleftbyyourcolleagues:
ThepostsyoucreatewillbevisibleinActivityStream.
Posts
ViewingthePostDetails
AddingaPost
EditingaMessage
PostComments
ManagingComments
Polls
Appreciation
Posts
ViewingthePostDetails
Toviewthepostdetailsandcomments,clicktheposttitlewhileontheConversationspage.Withuntitledposts,clickthedatethepostwasadded:
UsethebuttonsAll,My,IncomingatthetopoftheConversationspagetoshowthepostsbasedontheirdisposition.
AddingaPost
ToposttoConversations,clickthefirstmousebuttoninthebigtexteditorfieldtitledSend:
Toaddatitletoyourpost,clickMoreandselectTopic:
Thiswillmakethemessagetitleinputboxavailable:
Ifyoudon'tneedatitleforyourmessage,simplyclicktheclose(x)buttoninthefield.
Typeinthemessageyouwanttoshare.Toaddmorerichformattingtoyourtext,clickMoreandselectVisualeditor.
Toattachfilestoyourmessage,click .Thiswillmakeavailableaspecialareatowhichyoucandropfilesdirectlyfromyourcomputer'sfilemanager(for
example,WindowsExplorerifyou'reusingWindows):
However,notallbrowserssupportdrag'n'dropfeature.Ifyoucannotdropanything(justlikeinouterspace),youcanclickthebannertextandchooseafile
toattachusingthecommonfiledialog.
Oncethefilehasbeenuploaded,thesystemwillshowtheplacethatyourfileiscurrentlylivingin:Inthismessage.Youcanmovethefiletosomeother
suitablehabitatbyclickingthefilename.Thefolderdialogwillopen:
OpenthefoldertowhichyouwanttomovethefileandclickSelectcurrentfolder.
Youcanattachtoyourpostanydocumentfromthelibrary(assumingyouhaveenoughpermissionforafileyouwanttoadd).SimplyclickSelect
documentfromlibrary,findandconfirmtherequiredfile.
Toaddahyperlink,click .Thelinkpropertiesdialogboxwillshowup:
Enterthelinktextasitwillbevisibletothereaders,andthelinkURL.
Toaddapicturetoyourmessage,click .
Tomentionanotheruserinyourpost,click .
Themarvelofmentionsisthatonceyouhavepublishedyourpost,thementioneduserwillreceiveanotificationenablinghimorhertojointhe
conversationimmediately:
So,repeatafterme:toaddamention,click .Toaddamention,click .Afteryoufinishyourmantra,reallyclickthatbutton.Thiswilldosomemagic

andopentheuserselectiondialog:
Ifyouhavepreviouslyusedthisdialogbox,youcanchooseauserfromoneoftherecentlyusedones(Recent).TheEmployeesanddepartmentstab
includesallthepersonscurrentlyonthelistinthecompanystructure.Lastly,youcanquicksearchbytypingtheusernameintheinputbox.
Inthepostbody,theselectedpersons'nameswillshowaslinks:
Thelinktextcanbechangedasyoulike.Forexample,youcanmakeitsoundmorefriendly(lessformal).
Youcanaddasmanymentionstoonepostasyouneed.
Hint:toquicklyaddamention,type@followedbytheperson'sname.
Thementionlinksarevisibletoanybodyhavingenoughpermissiontoreadyourpost.
Toaddavideotoyourpost,click toopentheInsertVideodialogbox:
SpecifythevideoURLasshownonthefigureabove.Changethevideowindowsizeifrequired.
Toinsertavideothatyoudidnotuploadtoanypublicservice,uploadthevideofiletoDocumentLibrary,thenusetheactionmenucommandCopyLink.
Pastethelinkintheinsertvideoform.
thisbuttonformatstheselectedtextasaquote:
thisbuttonaddstagstothepost.ThiswillhelptheSearchmodulebetterunderstandtheposttextwhileaddingittothesearchindex.Typeinthetag:
andhitEnter.Thenewtagwillappearbelowthemessagetext:
Toaddanothertag,clickAddmore.Todeleteanexistingtag,clicktheclose(x)buttonrightbesidethetagtext.
To:thisfieldcanbeusedtorestrictviewingaccesstothepost.Bydefault,apostisvisibletoall.
Note:topreventyourpostfrombeingviewedbyunauthorizedpersons,besuretoremovetheAllemployeeschevronbyclickingtheclose(x)
buttononit.Ifyoudon'tdoit,yourtextwouldbeseenbyanybody.
ClicktheAddmorelinktoopentheuserselectionwindow:
Starttypingtheperson'snameforquicksearch,orselectthepersonfromthestructureandconfirmyourselection.Thepersonwillbeaddedtothelistof
recipients.
Here'sagoodhint:tosendapostdirectlytoaworkgroup,selectoneontheMyGroupstab.
NowclickSendtomakeyourcontributiontoConversations.
There'saquickanddirtywayofpostingamessage.DoyounoticetheSendmessagetextintheboxrightundertheActivityStream?
Clickit,typeit,sendit.Voila.
EditingaMessage
Youwilledityourpostinthesameeditformasyouhaveusedwhencreatingtheformer.SelectEditinthemenu:
Toremoveamessagefromthisplaneofexistence,selectDelete.
PostComments
Commentsaddedtoamessagecanbeseenintheconversationsviewaswellasinthemessagedetailsform.
Tocommentonapost,clickAddcommentbelowthemessagetext.Thecommentingformwillappear:
EnteryourcommentandclickSend.
ManagingComments
Tomanagecomments,usethemenuthatappearswhenyouhoverthemousepointeroverthedownarrow:
Linksetsthetextinyourbrowser'saddressbartotheexactlinktotheselectedcomment
Editopensthecommentforediting
Hide(Show)canbeusedtounpublishacommentorshowitback.Noticethatthisfeatureisavailable,andthehiddencommentsarevisibleonlyto
poweruserswithadministrativepermissions.
Delete.Guesswhat?thisonedeletesthecurrentcomment.
Polls
Tocreateapoll,clickthePollbutton.Theposteditformwillexpandtounhidespecialcontrolsthatyouwillusetoaskquestionstofeedyourcuriosity.There'sno
guaranteeyou'llgetanyfeedback,though:
Allyouneedtodoisfillinthefields:yourquestionandthepossibleanswers.Asinglepostmayincludemultiplepolls.
Appreciation
Tobestowanawarduponauserforcertaindeedsorfeats,clicktheAppreciationbutton:
SelecttheRecipientfromthecompanystructure.Pickthemostappropriatemedal.Asingleawardcanbesenttomultipleemployees.
Mail
Watchvideo
Emailservices
Youcanconnectyourpersonalemailinboxtotheportalsothatyouwillhaveanindicatorofnewmessagesinthemenuandaconvenientlinktoopenyour
regularemailclient.
Toconnectamailbox:
UsetheMailitemintheleftmenu,orclickEmailintegrationoptionsintheusermenu:
Selectoneoftheemailservicesyouuseforyourcorrespondence.
Providelogoninformationforyouremailaccount.
WhenusinganIMAPserver,specifythefollowingadditionalparameters:
EmailserverwebinterfaceURL:theURLofawebsiteorwebinterfaceforuserwiththiswebserver.Thislinkwillbeusedforredirectswhen
viewingtheemails.
Example:https://mail.google.com/
IMAPserveraddress:theaddressofanIMAPservertoqueryfornewemails.
Example:imap.gmail.com
Oncetheparametershavebeensaved,theleftmenuwillshowthenumberofnewmessagesbesidetheMailmenuitem.Clickittoviewyouremailina
newtab.
Toeditemailconnectionparameters,selectEmailintegrationoptionsintheusermenu.
@bitrix24.commailbox
EachBitrix24usercancreatehisorherown@bitrix.com(de,ru,ua)mailbox.
Enteryourdesiredmailboxnameandcreateapasswordforit:
Thesystemwillconfirmthecreationofyourmailbox:
CompleteyourregistrationbyfillingouttheformthatappearswhenyouclickViewemails:
Bitrix24.Mailisreadyforuse!
Mailboxwithyourowndomain
Supposethatyourcompanyhasitsowndomain:mycompany.com.YoucanuseBitrix24tocreatemailboxesusingthatdomain(v_morrison@mycompany.com,
a_boston@mycompany.com).
Enteryourdomainnameandcheckwhetheremployeeswillbeallowedtocreatetheirownmailboxes:
FollowtheensuinginstructionstoConfirmownershipofthedomainandConfigureMXrecords:
SetupOutlooktoconnecttoBitrix24mail
AddyourmailaccounttoOutlooktoenabletheusageoftheBitrix24mailboxinOutlook.Toenableit,clickFileinOutlook:
SelectmanualsetupandclickNext:
SelectInternetEmail:
Note.Ifyouconnectedyourowndomain,selectthesecondoptionandcontactyouradministrator.
ClickNext.
Indicateallthenecessarysettingsinthenextwindow:
Letsconsidersomeofthem:
EmailAddressindicatetheaddressoftheboxtobeconnected.
AccountTypeitisrecommendedtouseIMAP:
IncommingmailserverforYandexitisimap.yandex.com.
Note.IfyouusePOP3protocolindicatepop.yandex.com.
OutgoingmailserverforYandexitissmtp.yandex.com.
UserNametypethefullnameofyourmailboxinBitrix24.
PasswordtypethepasswordofyourBitrix24mailbox.
ClickMoresettings...buttonandinOutgoingserverbookmarkindicatetheparametersshowninthescreenshotbelow:
OntheAdvancedbookmarkindicatetheportsandencryptedconnectiontypeaccordingtothescreenshotbelow:
Note.ForaPOP3account,thefollowingportsareindicated:
POP3server:995
SMTPserver:465.
SavethechangesandclickNext.
Youwillbenotifiedaboutthemailcheckresults:
Afterthesuccessfulcreationoftheaccount,thefollowingwindowappears:
NowtheconnectedmailboxisshowninOutlook:
Additionaloptionsforadministrators
Userswithadministratorrights(anoptionisvisibleintheEmployeeprofile)cancreate,editanddeletemailboxesforotheruserswitheitheran@bitrixdomain,
oracorporateone.
Workgroups
Theworkgroupisavirtualcommunityofuserscreatedfordiscussingandsolvingofdefinedissues,goalsandtasks.
Byunitingusersintoworkgroupsforcollaborationandprojects,allthecommunicationsanddatarelatedtoagivenprojectorteamisorganizedinasingleplace.
Alltasksinsidethegroupcanbeviewedinrelationtoeachotherandaccesstoinformationcanbesharedtousersoutsidethegroupifneeded.
Groupshaveindividualpermissionsettingsandrolessuchasmoderators,owners,andmembers.Newmembersareaddedviainvitation.
Thefollowingfeaturesareavailableforeachworkgroup:
conversations
photogallerywithbulkuploading,ratingsandcomments
calendar
tasks
documentlibrary
wiki
lists
searchinsidethegroup
GroupmemberswillseeallgroupactivitiesintheActivityStreamwithotherupdates,andonthegroup'smainpagethereisaspecializedactivitystreamthat
showsonlygroupactivities.Thisallowsuserstokeepabreastofevents,withoutexcessnavigation.
Afterstartingtheservice,thereareseveralpresetworkinggroupswhichcanbeeditedordeleted.Anunlimitednumberofworkgroupscanbecreated,and
existinggroupscanbemovedtotheExtranettobesharedwiththirdparties,orarchivedaftertheprojectisfinished.
Anyusermaycreateaworkgroupandbeitsowner.
Newgroupcreation
Tocreateanewworkgroup:
ChoosetheGroupitemfromthedropdownlistoftheCreatebuttonortheCreateGroupbuttonintheWorkgroups>AllWorkgroupspage.
Whenthegroupcreationformopens,enterthegroupnameanddescription,specifyifthegroupisvisibletoallusersandifitispublic.
VisibletoallmeansthatthegroupisvisibletoalluserswhohaveanactiveaccountinyourBitrix24instance.Otherwise,thegroupwillbevisibleonlytoits
membersanduserswithadministrativeaccesstoyourintranetinstance.
LeavethePublicgroupoptionuncheckedifyourequiremembershippremoderation.
Specifywhatfeaturesshouldbeavailableinthegroupinthesecondtaboftheform.Featurescanbeenabled/disabledandaccesstothemcanbesetatany
timeafterthegroupiscreated.
Inviteuserstothegroupinthethirdtab.GroupInvitationswillbesenttousersviatheinstantmessengeranduserswontbecomegroupmembersuntil
theinvitationisaccepted.
Specifykeywordsandwhocaninviteuserstothegroupinthefourthtab.
Thatisall.Savesettingsandbegincollaborationwithcolleagues.
Extranetworkgroups
ExtranetisawebzoneinsideyourBitrix24instancecreatedsothatcompanyemployeescanproductivelycollaboratewithauthorizedusersfromthirdparties
suchasclients,suppliers,orpartners.
Theextranetisbasedontheworkgroups.Externalusersareinvitedtoaworkgroup,communicatewiththeworkgroupmembersandareallowedaccessonlyto
thatworkgroupandtheirownprofile.
Forexample,webstudioscancreateaseparateworkgroupthatisavailableintheextranetforeachproject,inviteclientsthere,discusstheproject,storerelated
documentsandmediafiles,managetasks,scheduleevents,andsoon.
EachExtranetworkgroupisdividedamongemployeesandoutsideusers.Theactivitystreaminthegroupsmainpageshowstheworkgroupsevents.Employees
whoaremembersoftheExtranetgroupwillseeitsactivityinthemainActivityStream,notedascomingfromtheExtranet.Extranetuserswillseetheactivities
oftheworkgroup(s)inwhichtheyaremembers,membersofthesegroups,andtheirownprofile.
MessagescanbesenttoandfromExtranetusers,butonlybyemployeeswhoaremembersofthegivenExtranetgroup.Furthermore,tasksfromtheextranet
grouparelistedandmarkedclearlyineachemployeespersonaltasksection.
Bitrix24foranexternaluser:
Bitrix24foranemployee(internaluser):
Thenumberofgroupsintheextranetisnotlimited.Externaluserscanbeadmittedintomultiplegroupsifneeded.Afteragrouphascompleteditswork,itcan
besavedasanarchiveandrestoredlaterifnecessary.
IntranetuservsExtranetuser
TheExtranetinBitrix24letsoutsideusers,likecontractors,clientsorbusinesspartnershavelimitedaccesstoyouintranetforthepurposeofmutual
collaboration,discussionsandcontentsharinginsidethelimitedboundariesofextranetworkgroups.
Whenyoucreateextranetgroupsandinviteexternalusers,youremployeesandextranetusersareabletoparticipateindiscussions,sharefiles,createtasks,
postmessagesandperformothercollaborativeactivitiesinsidethatextranetgroup.Eventhoughtoolsavailabletoexternalusersareverysimilartotheones
thatintranetusersworkwith,thereareseveralimportantdistinctionsandlimitations:
Tool Intranet Extranet Notes
General
Viewinguserprofiles + + Extranetusersseeprofileinformation,drive,tasksandconversationsonly.
Activitystream + + Extranetusershaveaccesstoallactivitystreamfeaturesexceptbadgesandcalendarevents.
ExtranetuserscancreatetasksforthosewhoareinhisorherEmployee/Contactlist.Insideextranet
Tasks + +
workgroups,taskscreatedcaninvolveonlymembersofthosegroups.
Calendar +
Extranetuserscansetaccessrightsfortheirfilesandfoldersbuttheycannotmaketheirfolders
MyDrive + +
shared.
CompanyDrive +
Mail +
ExtranetuserscanaddresspostsandmessagestothosewhoareintheirEmployee/Contactlistorto
Conversations + +
theentireextranetworkgrouponly.
Businessprocesses +
Photo + Extranetuserscanaccessphotosinsidetheirworkgroupsonly.
CRM +
Workgroups/Projects
Workgroups +
Extranetusershavefullaccesstothecontentsoftheextranetworkgroupstheyaremembersof
withoutanyrestrictions,unlessaccessrightswithintheparticularworkgrouphavebeensetotherwise.
Extranetworkgroups + +
ToolsavailableinsideextranetworkgroupsincludeDrive,Tasks,Photo,Calendar,Conversations,Lists,
andWiki.
Company
Employees + + Extranetusersseeonlyemployeeswhoarepartofthesameextranetworkgroupsastheyare.
Contacts + Extranetusersseeonlyexternaluserswhoarepartofthesameextranetworkgroupsastheyare.
Companystructure +
Worktime +
Lists + ExtranetusersareableaccessListsinsidetheirextranetworkgroupsonly.
Meetingsandbriefings +
Absencechart +
Communication
Notificationsettings + +
ExtranetuserscancontactthosewhoareintheirEmployee/Contactlist.Audio&videocallavailability
IM/Chat/Audio&Videocalls + +
dependsonbrowserusedandbrowserandwebcamerasettingsenabled/disabled.
Telephony +
Bitrix24.Network + +
Mobileapps + +
Desktopapp + +
IntheonsiteversionofBitrix24,itispossibletosetup'content'pagesintheextranet(especiallyusingtheclassicinterface)whichareaccessibletoallextranet
usersofallgroups.Suchpagescouldincludethingslikeadocumentlibraryfordownloads,webforms,orotherstaticordynamicinformation.
Extranetgroupcreation
Tobeginworkwiththeextranet:
Specifythatthegroupisavailableintheextranetinitssettings(thiscanbedonewithaneworwithanexistingworkgroup)
Inviteexternalusersbysendingthemmessagesviaemail
Participantscanfollowthelinkfromaninvitationandimmediatelycreatetheirownpassword,fillintheiruserprofile,andstartworkinginsidethegroupto
whichtheywereinvited
CRM
CRM(CustomerRelationshipManagement)isaclassofsoftwarewhichprovidesstructureandcoherencyinthemanagementofbusinesscontactsandpotential
contacts.Leadsobtainedthroughanynumberofmethodscanbeenteredintothesystem,assignedtoresponsibleemployees,anddevelopedintoclients,
customers,orpartnerswithafullrecordofallinteractions.TheCRMorganizesinformationaboutcustomersandthevariousinteractionswiththemfromthe
qualifyingstagethroughclosingofsales.ThefundamentalprocesswhichaCRMenablesisthedevelopmentofapotentialclient(asaleslead)intoapaying
customer.
TheCRM(CustomerRelationshipManagement)SysteminBitrix24handlesinteractionswithclientsandpotentialclients,and/orwithpartners,journalists,and
otherpersons.Itsobjectiveistoprovideaconvenientandtransparenttoolwhichimprovesrelationshipqualityandthereforethebottomline.
Watchvideo
Leads
AleadisaCRMobjectcontaininginformation(telephonenumber,email,website)ofapersonorcompanywhohasthepotentialtobecomeacustomerthatis,
tocompleteadeal.Aleadisthebeginningoftheprocess,thustheinformationcontainedinaleadmaycomefromabusinesscardcollectedataconference,the
companywebsite,oraphonecallcomingintothesalesdepartment.
LeadscanbeassignedvariousstatuseswhichdeterminehowtheleadwillprogressthroughtheCRM.Atsomepoint,aleadwilleitherberemovedfromthe
system(junk)orconvertedtoaContact,Company,orDeal.
Leadscanbeaddedautomaticallyusingdatafromformsonyourwebsite.IfyourwebsiteisbasedonBitrixSiteManager,settingupintegrationwiththeCRMis
doneintheWebFormsmodule.Otherwise,youcantransferdatatotheCRMusingtheRestAPI,whichisalsosimpletosetup.
Watchvideo
Moredetailsaboutleadcreationfromwebformscanbefoundhere.
MoredetailsaboutusingtheRestAPIcanbefoundhere.
Contacts
Thecustomerrelationshipstartswithmakingcontactwithapersonwhoiseithertheclientorarepresentativeoftheclient.Contactscanbedisplayedinalist
viewwhereindividualandmassoperationsareavailable,andcontactscanbeadded,imported,orexported.
LikeotherCRMobjects,Contactscanbeopenedfromthelistandfurthermodified,converted,orhaveaneventattachedtothem.
Companies
ACompanyisaCRMobjectholdingdataandthehistoryofinteractionofacompany.AswithLeads,alistofCompaniescanbeviewedandvariousoperations
canbeperformedonthem.
AcompanyisgenerallyalargerecordintheCRM,sinceitcancontainseveralcontactsanddeals,andtheirhistories.
Deals
ADealisaCRMobjectcontainingtheinteractionwithaClientorCompanypertainingtoatransaction.AContactorClientmayhaveanynumberofassociated
Deals.
Dealscanbeviewedinlistform,edited,andexported.Adealcanbeaddedbyhandorinitiatedthroughtheconversionofalead.Dealsproceedthroughanumber
ofcustomizablestatuses,andrulesforworkingwithDealscandependonthestatus.
Activities
Activitiesencompassesallactionsonobjects,thatis,calls,tasks,meetings,andemailsareallgroupedtogetherasActivities.Bygroupingthesecommunications
together,salesagentscanplantheirworkforeachcontactorlead,etc.
OnthepagenamedMyActivities,allthesalesagentsactivitiesforallleads,contacts,andotherCRMobjectsarelisted.Thislistcanbefilteredandsortedsothat
thesalesagentcanimmediatelyseewhatisofhighestpriority,andwhatspecifictaskisathandforclients,deals,etc.
IntheCRMobjectlists,whetherfordeals,leads,contacts,orcompanies,thereisacolumn,Activity.Whenviewingalist,thesalesagentcanimmediatelysee
whichrecordshaveanupcomingactivity.Furthermore,theactivity,forexampleaphonecalloremail,canbeperformedandloggeddirectlyinthislist.
EventsmaybealsoaddeddirectlyfromthelistsofCRMobjectsusingtheactionbuttonmenu.
Quotes
Quoteadocumentconvenientforformalizingtheconditionsofpurchasefortheclient,andmandatorywhendealingwithanyorganizationthatuses
purchaseordersasthepreferredpaymentmethod.
Watchvideo
QuotesareaseparateCRMentityandareanotherimportantsteptowardaccommodatingatrulycomprehensivesalescycle.Creatingandsendingoutsales
quotestoclientsisusuallythelaststepbeforereceivingpaymentandinvoicing.
CreatingaquotecanbedonefromthemainCRMmenu,theQuotelist,orfromwithinaCRMobject(Contact,Company,orDeal).
YoucancreateaquoteandsenditCRMclientsviaemail,downloaditasaPDF,orprintit.
Yourlogo,stamp,signature,andcustomfieldscanallincludedintheprintedformofthequotebyconfiguringthemintheCRMsettings(CRM>Settings>
Paymentandinvoices).
Overthecourseoffinalizingadeal,severalquotesmaybesenttotheclient,andonceaquoteisconfirmedbytheclient,itisverysimpletocreateaninvoice
basedonthatquote.Alldatafromthequoteisautomaticallytransferredtotheinvoice,sonorepetitivedataentryisrequired.
Theproducttableisanimportantelementinthisdocument.Youcannotonlychooseaproductfromthecatalog,butalsocreateanewproductwhichwillbe
savedonlyinsidethisquotemeaningthatyouhavetheflexibilitytocreateauniqueitemandputitinthequotewithouthavingtoaddittothecatalog.So,for
example,youcanuseanadditionalrowinthequotetoindicatedeliverychargesorpackageandhandling.
Thistableallowsyoutoapplyadiscountonaparticularitemandtoshowtaxesthepricesandtotalsarecalculateddynamically.
IfyouareworkingwithanItemdependenttax(VAT),thenthetaxonanitemcanbeappliedeitherontheentiredocument(allitemsinthequote),oryou
canturnitoffforselecteditems.Optionsforapplyingtaxratestoseparateitemswithinasinglequoteareconfiguredonthetaxpageinthesection:CRM>
Settings>Taxes.
Invoices
TheCRMsupportssendinginvoicesdirectlytoclientsforpaymentofproductsandservices.
Withtheinvoicefunctionalityyoucan:
IssueinvoicesdirectlyfromtheCRM
Followtheentiresalesprocessfromincomingleadtosendinganinvoice
Saveallinvoicesinasingleplaceandfindthemeasilyusingsearch
Sendinvoicestoclientsbyemail,printthem,andsavethemasPDFs
Creatinginvoices
YoucanbegincreatinganewinvoicebyclickingonthecorrespondinglocationintheCRMstopmenu.
Whenyoucreateaninvoice,youcanchoosethecontactorcompanytowhichtheinvoicewillbesent,selecttheassociateddeal,andentertheexpected
paymentdate,status,paymentmethod,andmore.
NotethatsomefieldswillbefilledautomaticallywhentheCompanyorContactisselected.
Forexample,thefieldBankingdetailsisfilledinwithdatafromthecompanyselected,thepaymentmethodcanbeselectedonlyaftertheContactorCompanyto
beinvoicedischosen.
Intheinvoicecreationform,youcanchoosenotonlyexistingcontactsandcompanies,butalsocreatenewonesonthespot.Forexample,ifanorderisplacedby
telephone,thesalesassociatecanopenaninvoiceformandinitiateallotheractions,suchascreatinganewContactorCompany,directlyfromtheinvoiceform.
Productsandservicescanthenbeaddedandthenewinvoicesenttotheclient.
CreatinganinvoicebasedonaDeal,Contact,orCompany
ThedetailpagefortheseCRMobjectsnowincludeanInvoicetab,whereallinvoicesassociatedwiththesecontacts,companies,ordealsarekept.
HereyoucancreateanewinvoicewhichwillautomaticallyincludetheinformationfromtheCRMobjectonwhichitisbased.
Workingwithinvoices
Afteraninvoiceiscreated,anumberofstandardoperationscanbeperformedwithit.
TheInvoicespagehasallinvoiceswhichhavebeencreatedintheportal.Eachmanagercanseeonlythoseinvoicestowhichpermissionisgranted.Supervisors
canseeallinvoices.
Afilterallowslocationofindividualinvoicesorsetsofinvoicesquicklysimplybyshowingthedesiredparameters.
Salesassociatescaneasilychangethestatusoftheinvoices,editfields,view,download,andprint.
LikewiseyoucansendinvoicestoclientsviaemailsimplybyclickingontheSendemailbutton.
Aninvoicecanbeclosedwhenpaid,ordeactivated.Changingstatusesisassimpleaschangingleadstatusordealstagesusingtheindicator.
Configuringinvoicefields
OntheCRM>Settingspage,therearesomeitemswhichaffectinvoices.Youcanconfigurethegeographicareasfortaxes(locations),taxrates,payment
methods,invoicestatuses,etc.here.
AsalwaysintheBitrix24CRM,allthedefaultvaluescanbechanged,andnewonescanbeadded.
Invoicestatuses
InvoicestatusesarecreatedandmodifiedinasectionofSelectionLists.
Currency
ThecurrencyinwhichtheinvoiceissetisindicatedintheCRM>Settings>Currenciessection,itisnamedtheDefaultinvoicingcurrency.
Taxesandlocations
Whenyouaregeneratinganinvoice,youcanincludetaxeswhicharesetupinthe:CRM>Settings>Taxes:
Note:whenyoufirstopenthepagewiththelistoftaxes,youwillbeofferedtocreateoruploadlocations(regions)whichinfluencethetaxobligationson
transaction(instate,outofstate,forexample).Followtheinstructions.
TheBitrix24CRMsupportstwotypesoftaxes:
Locationdependenttax(salestax).Thistaxisappliedtothetotalorderamount.Thetaxratedependsonthecustomerlocation.
Itemdependenttax(VAT):Thistaxisspecifiedandappliedtoeachitemindividually.
Tochoosebetweenthese,clickSettingsinthecontextpanelandthefollowingpopupwillappear:
Note:Thesystemcanonlyemployoneofthesetaxregimes.
Whenusingthefirstoption(locationdependent),afieldwillappearintheinvoicecreationformaskingforthelocation.Theappropriatetaxwillthenbeapplied.
Note:locationdependenttaxrates,whichareassignedtoeachlocationlisted,canbecreatedonlyafteralocationtaxisenteredandsavedinthesystem.
Whenusinganitembasedtax(likeVAT),ataxrateisassignedtoeachindividualproductinthecreation/modificationformofthatproduct:
Paymentoptionsandcompanydetails
Currentlythesystemdoesnotsupportanypaymentsystemsexceptbanktransfers.Forthis,therearespecialhandlersvaryaccordingtothelanguages
supportedbyBitrix24.
Thereare2optionsforbanktransfers,dependingonwhethertheobjectonwhichtheinvoiceisbasedisaContactoraCompanyintheCRM.
Dependingontherecipientoftheinvoice,differentpaymentmethodswillbeavailableintheinvoicecreationform.
Inthepaymentmethodform,youcanindicatethecontactorcompanydetails(yourcompanyasthesupplierofgoodsorservices),alogoorstamp,thenameof
thedirectororfinancialofficerandtheirsignatureasanimagefile.Thisinformationwillbevisibleinthepdfversionoftheinvoice.
Events
Events(CRM>Events)showchangesmadetoobjectsintheCRMaswellasactivities(interactions)associatedwiththem.
Catalog
Thecataloglistsproductsandservicesinvolvedindeals.Thatis,salesmanagerscanselectitemsfromthecataloglistwhencreatingadeal.
Reports
ReportsareoneofthemostimportantpartsoftheCRMsystem,sinceitisreportsthatallowprognosisandanalysisofallworkwithclientsand,inturn,
optimizationclientinteractionsatindividualstagesorsystematically.
Bitrix24sCRMhasareportbuilderforthefollowingtypesofCRMelements:leads,deals,products,invoices,activities.Usingthistool,youcancreatecustomized
reportswhichprovideinsightintocriticalprocesses.TheCRMincludes9standardreports,aswell.Youcanusethesereportsastheyareorastemplatesfor
customizedreports.
ToworkwithCRMreports,navigatetothepageCRM>Reports.Availablereportsarevisiblehere.Ifnoreportsarecreatedyet,abuttonwilloffertolauncha
wizardthatcreatesthestandardreports.Wewillnotdiscussthestandardreports.YoucangetfamiliarwiththeminyourBitrix24instance.
Herewewilllookatthereportbuilder.
Whencreatinganewreport,youneedtonameitandindicateareportingperiod(e.g.weekormonth).
TheColumnssectionconfiguresthereportscolumns:
TheCalculatecolumnoptionletsyoushowavalueinthereportthatiscalculatedusingothervalues.Thiscouldbeasumoracountofuniquevaluesinthe
column.
Thearrowbuttonsletyoumodifytheorderofthecolumnsintheresultingreport.
Tochangethenameofacolumnortodeleteit,usethecontrolbuttonstotherightofthecolumnname:
Note:fordatatypesthatshownumbers,youcandisplaythevalueasapercentageusingthe%controlbutton:
TheAddbuttonaddsanewcolumntothereport.
TheFiltersectionallowsfilteringparametersinthereport:
The+andallowaddingadditionalconditionstothefilterordeletinganexistingcondition.Whenmultipleconditionsareentered,adropdownlistappears
whichallowsyoutochoosethelimitationsoftheresultsinthereportaccordingtoall,oranysubsetofthechosenconditions.
Theand/orbuttonbuildstheconditiontree:
Intheaboveexampleofbuildingareport,thefollowingconditionsareapplied:
(Responsibleperson=AlexBostonandDealstage=ClosedWon)or(Responsibleperson=IanMayandDealstage=ClosedWon).
Note:thelevelofnestedconditionsisarbitrarilylimitedto4levelsinordernottocomplicatetheinterface.
TheChangefilterinreportsoptionletsyouchangeappliedconditionsinthefilterpanelandchangethemdirectlywhileviewingthereport.
UsingtheMaximumitemsoption,youcanlimitthenumberofitemswhichshowupinthereport.
Thereportbuilderallowsreportstobepreviewed.
DatainthereportchangesinrealtimedependingonchangesintheCRM.EachusercanbuildreportsandseeresultscorrespondingtoalltheCRMitemsto
whichheorshehasaccess.
Bydefault:
Managers(Salesmanagers)canbuildreportsbasedontheirownactivity.
Departmentheadsseereportswhichincludealltheactivityoftheirsubordinates.
ChiefExecutiveandAdministratorrolesseeallapplicableCRMdatainreports.
SalesFunnel
Thesalesfunnelisareportwhichvisuallyrepresentthenumberofdealsatvariousstagesalongwiththeiramounts.
Therearetwofunnelscreatedforthetwoendresultspossible.The%columnindicatesthepercentageofdealsatthegivenstage,andlower,fromthetotal
numberfrombothfunnels.Dealswhichareinprogressorwhichhavecompletedsuccessfullyareshowninafunnelwithanynumberofstages.
Dealswhichhavebeenmadeinactiveorbeenclosedwithoutsuccessareshowninaseparatefunnel.
Duplicatedetection
WhenworkingwiththeCRM,checkingforduplicatesisimportant.OftenasingleLeadorContacthasmultipleemployeesworkingwithit,andsoitsimportant
thatalltheinformationrelatedtotheclientislocatedinasinglerecord.
Evenifthereisonly1salesagent,itisimpossibletorememberalltheclientsthathaveeverbeenregistered.Repeatedcorrespondenceandconfusionin
communicationcanresult,wastingtimeandenergy.
Bitrix24sCRMhasaduplicateschecker(whichworkswhennewobjectsarecreatedLeads,Contacts,orCompanies),searchingandmergingduplicateentries
thatcanbeperformedatanytime.
Duplicateprevention
Whenanewobjectiscreated,thesystemindicateswhetherasimilarobjecthasalreadybeenregistered,alongwithinformationconcerningthedatafieldswhich
match(firstorlastname,companyname,email,andtelephonenumber).
Asidefromthispopup,ifanewobjectisbeingcreatedbyhand,andsomefieldsareskippedintheinterestofquicklyenteringthedata,thesystemwillshowa
listofpotentialduplicateswhenthenewobjectissaved.
Ifasuggestedmatchisindeedaduplicate,thenquickeditingoftheexistingobjectcanbeperformedbyclickingonit.
Ifasalesagententersdatathatmatchesanobjecttowhichheorshedoesnothaveaccess,thesystemwillstillshowsomebasicinformationfromtheobject
andprovidealinktothemanagerresponsiblefortheexistingobject,sothatadiscussionaboutworkwiththegivenclientcanbeinitiated.
Ifyouaresurethatthematch(es)isnotaduplicate,thenyoucanignorethesuggestionandsavetheobject.
Checkingforduplicatesletsyouavoidcreatingmultiplerecordsofsingleclientsandsavestimeofsalesagents,aswellassolutiontheproblemofdataspreadout
overmultipleCRMrecords.
Ifneeded,youcandeactivatetheduplicatedetectionsystemunderCRM>Settings>OthersettingsintheDuplicatecontroltab.
Searchingandmergingduplicates
Creatinganindex
DuplicatesearchisavailableforthreeCRMentitiesleads,contactsandcompanies.YoustartbyselectingaCRMentitythatyouwanttosearchforduplicates
andcreateindexforit.Aftertheindexhasbeencreated,allyouhavetodoisclickthegeariconintheupperrightcornerandselectDuplicatecontrol,whichis
thelastiteminthedropdownlist.
Searchingforduplicates
Youwillseeasmallduplicatesearchformappearrightaboveyourleads,contactsorcompanies.TherearethreeboxesFullname/Companyname,emailand
telephonethatyoucansearchforduplicates,eitherindividuallyorallofthemsimultaneously.
NoteBitrix24CRMcomeswithflexibleaccessrights.ThisusuallymeansthatmultiplemanagersworkwithCRM,eachhavingaccessonlytohisorhear
leads,contactsorclients.Eachmanagerisabletoperformduplicatesearch,howeverifaduplicateentryisfoundamongCRMentitiesassignedtoanother
managerthatthefirstmanagerhasnoaccessrightsto,entitymergingwillnotbeavailable,meaningeachmanagercanonlymergeentitiesthatheorshe
isresponsiblefor.CRMadministrator,however,willbeabletomergeduplicatesregardlessofthefactthatsuchentitieshavebeenassignedtodifferent
mangers.
Duplicatemerger
So,nowyouarereadytomergeduplicateentries.
Attention!Youcannotreverseorundoduplicateentrymergerrightnow,sothisoperationshouldbeperformedonlybyapersonwhounderstandsthe
processandwhatinformationandaccessrightswillbelost/alteredastheresultofthemerger.
Whenmergingduplicateentities,ourCRMfirstdetermineswhichlead,contactorcompanywillbeprimaryentityandwhichoneswillbesecondaryandthus
deletedafterthemergeriscomplete.
Whendeterminingprimaryentity,thefollowingfactorsareconsidered:
Citationindex.CitationindexiscalculatedbasedonhowoftenCRMmanagerhasworkedwiththisentityandhowmanyconnectionthisentityhaswith
otherCRMelementssuchasdeals,activities,quotesandinvoices.Themoreentityisconnectedandworkedwith,thehigheritscitationindex.
Date.CRMentitywithmorerecentchangesisrankedhigherthantheonewherenorecentchangeshavebeenmade.
Profile.Profileswithmoreinformationfilledinarerankedhigherthanprofilewithfewerrecords.
Accessrights.Accessrightsdeterminetheorderinwhichentitiesaredisplayed.Entitieswithviewonlyrightswillbedisplayedatthebottom.
Soyouvegeneratedalistoflikelyduplicatesforaparticularentity.Youllseeseveralcolumnswithentityfieldsthathavebeenusedtodeterminethatthese
entitiesareduplicateslikesamename,emailaddressorphonenumber.
Ifanothermanagerisresponsibleforthatentity,youaregivenanopportunitytocontactthatmangerviacallingorsendingmessagetoalerthimorherofthe
factthataduplicateentryexists,thatyouareabouttomergeallduplicateentriesintooneandaskiftheresanyimportantinformationthanneedstobesaved.
Ifyouwanttoseeafullprofilefortheentityinquestion,youcansimplyclickit.Ifyoudeterminethataparticularentityisnotaduplicateentry,youshouldclick
Skipanditwillbedeletedfromthelistandnotusedforamerger.
Ifyoudeterminethattheentitiesinthelistareinfactduplicatesthatshouldbemerged,clickMerge.
Mergercompleted
Again,itsworthremindingthatyoucannotundoorcancelmergerinthecurrentversionofBitrix24CRM.Afteryouvemergedentities,accessrightstothefinal
entitymightbechanged,andinformation,suchashistory,activitystreamorproductcatalogassociatedwiththedeletedsecondaryentities,willnolongerbe
available.
Managerwhohadaccessrightstotheprimaryentitywillinherittheserightsafterthemergeriscompleted.Managerswhohadaccessrightstosecondary
entities,butnottheprimaryone,willnothaveaccessrightstothemergedleads,contactsorcompanies.Ifamergerresultsinaccessrightslossbyoneormore
managers,youwillseeawarningbeforehand.
Connectionstodeals,tasks,quotesandinvoiceswillbechangedtoo.Ifthesewereassociatedwithasecondaryentitythatwasdeleted,theywillnobeconnected
totheprimaryentity.However,eventsfromtheactivitystreamofthesecondaryentity,suchascreatingadealoraninvoice,willnotbeaddedtotheprimary
entity.
Afteryouvesearchforduplicatesandmergedthem,yourmanagerswillstillbeaddingnewinformationtoCRM,whichmeansthatitsstillpossibletohave
duplicateentriesinthefuture.IfyouclickUpdatelist,thesystemwillsearchforduplicatesagain,showingyouifanynewduplicateshaveappearedinyour
database:
Features
Theelementlist
Theelementlist,orgrid,isausefultoolinitself,sincethecolumnsshowncanbesortedaccordingtoaselectedfield,hiddenorshown.Frequentlyusedviewsfor
thelistcanbesavedforconvenientuseanytime.
Selectionlists
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TheSelectionListsarethevaluesforparameterswhichareusedthroughouttheCRM.Thesevaluesareeasytoaddandmodify.
Intheabovepicture,youcanseethatthevaluesfortheContactTypefieldcanbemodified,deleted,oraddedveryeasily.Thesevalueswillshowupinthepull
downlistinthecorrespondingfieldinContacts.
Customfields
IntheformsforcreatingvariousCRMelements(leads,contacts,etc.),youseethestandardfieldswhichcanbefilledoutoreditedandcontainthebasic
informationconcerningtheelement.
Sinceeverycompanywillneedadditionalfieldswhicharespecifictoitsbusiness,thereisasimplesystemforaddingcustomfields.
OpeningtheCustomFieldspage(CRM>Settings>CustomFields),youareshownthevariouselementforwhichnewfieldscanbecreated.
Thefollowingdatatypesareavailableforcustomfields.
Example
Let'saddacustomfieldoftheBindtoInformationblockelementstypetoadealthiswillletuslinktoafileinaspecifiedBitrix24documentlibrary.
Nowwhenadealisaddedoredited,alinkdirectlytothecontractcanbegiven(5.png),andwhenviewingthedeal,thelinktothecontractisvisible.Theusers
accesspermissionstothedocumentitselfwilldeterminewhetherthelinkcanbefollowedandwhetherthefilecanbeedited.
Accesssystem
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Generalinformation
AccessrightsintheCRMarebasedonroles.Thatis,rolescanbecreatedandtheaccesslevelsforthoserolescanbeassigned,andthenuserscanbeassigned
certainroles.Importantly,rolescanbeassignedtoindividualusers,entireusergroups,projectgroups,ortodepartmentsinthecompanystructure.
Therearefourdefaultroleswhichcanbeusedormodifiedasneeded:
TheManagerroleisforsalesmanagers,allowingworkonlywithleads,contactsandcompanieswhicharespecificallyassignedtotheuser.
TheHeadofdepartmentroleallowsallactivitieswithpersonalanddepartmentalcontacts,deals,andleadsaswellaswithallcompanies.
Chiefexecutivehasaccesstoallfunctionswithallobjects.
Administratorhasaccesstoallobjectsandcanchangeaccesssettings.
Ifaroleisassignedtoadepartmentorgroup,thenallusersinthatdepartmentorgroupwillhavetheaccessallowedtothatrole.
Ifauserisassignedvariousroles(e.g.belongstobothaworkgroupandadepartmentwhicharegranteddifferentroles),theuserwillalwaysbegrantedthe
highestlevelofaccessallowedbythevariousroles.
Theaccesssystemallowsconfigurationofaccessnotonlyforobjectsbelongingorassignedtousers,butalsotoobjectsbelongingto(usersinside)their
departmentorsubdepartment.ThusauserindepartmentAcouldbeallowedtoseethatdepartmentsobjects,auserindepartmentBthoseofdepartmentB,
andasupervisorcouldbeallowedtoseebothdepartments.
TheaccesssystemcanbesetnotonlytoCRMobjects,buttospecificstatuses(thisappliestoleadsanddeals)forthoseobjects.
Workingwithrolesandaddingaccessrights
IfyouwanttocreateanewroleintheCRM,clickAddbelowthelistofroles.
Toeditarole,clickontheediticon(pencil).Todeletearole,clickontheXnexttotherolesname.
Tograntaccesstoauser,departmentorgroup,clickAddaccesspermissionundertheAccessPermissionslist.
Theinterfaceforassigningaccessisadialogboxwheretheusersorusercategoriescanbeselected.
Inthefirstcolumn,youcanchoosethecategorytypefromwhichyouwillselectuserstheoptionsare:Usergroups,(individual)Users,Departments,andSocial
networkgroups.
Inthemiddleoftheform,youcanchoosethegroups,users,anddepartmentstowhichyouwanttograntanewlevelofaccess.
Therighthandcolumncontainsalistofchosengroups,users,anddepartments.
Whenyouhavechosenthevarioustypesofusers,clickSelect,andtheywillappearintheAccessPermissionslist,whereyoucanthenassigntheexactrights
youwishtoprovideselection.
Savethesettings.
Emailintegration
Bitrix24sCRMmanagesemailcorrespondencewithcontacts,companiesandleadsandcanreceiveandappendincomingemailtotheappropriateCRMobjector
record.
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SendingmessagesfromtheCRM
SendingemailsfromtheCRMcanbedoneindividuallyorinbulk,filescanbeattachedtomessages,andpremadetemplatescanbeimplemented.
SuchcorrespondenceissavedasaneventinthegivenCRMelement,whetheritisalead,company,orcontact.
Noadditionalsettingsneedtobeconfiguredforthissystemofinteractionwithcontactstooperateaslongastheemailaddressesofboththecontactandthe
salesmanagerarecorrect,allemailwillbesentbyBitrix24.
SavingincomingemailintheCRM
Bitrix24alsoallowsreceivingandsavingofincomingemailsusingourSend&Saveemailintegrationtechnology.Forexample,asalesmanagersendsanemailto
aleadfromtheCRM,thentheleadrepliestotheemail.ThisreplywillbeappendedtotheleadrecordintheCRM.Thus,allemailcorrespondencewithleadsand
contactscanbekeptintheCRMandreviewedatanytimebyauserwithappropriateaccesspermissions.
Toimplementthismodeofemailhandling,youshouldassignanemailaddresstoyourCRM,forexample,CRMsales@your_company.com,forreceptionofemail.
WhenasalesmanagersendsandemailfromtheCRM,aspecialcodeisattachedtothemessage(eitherinthebodyorinthesubjectdependingonthesetting),
andthereplytofieldisfilledwiththeemailoftheCRM.Whentheleadorclientrespondstothemessage,theemailgoestothesalesmanagerandissenttothe
CRMsinbox.TheCRMcollectsthemessagesinthisinboxperiodicallyandusesthecodetodeterminetowhichrecordtheemailshouldbeappended.
ThelocationforsettingupanemailaddressfortheCRMisfoundatCRM>Settings>Send&SaveIntegration(Emailintegration)inyourBitrix24portal.
DeletemessagesfromserverwhendeliveredthisoptiondeletesthemessagesintheCRMsinboxaftertheyhavebeenprocessed.Wedonotrecommendthis
optioniftheinboxisusedformessagesotherthantheCRM,sinceallmessagesaredeleted,whetherintendedfortheCRMornot.
CreateleadforunknownsenderifanemailcomestotheCRMsinboxandcannotbeidentifiedasbelongingtoanexistingrecord,anewleadwillbecreated
withthenameLeadfrom
IntheFilterincomingmessagesbysubjectblock,advanceduserscansetyourownrulesconcerningtheproperformulationofservicecodes.
Integrationwithbusinessprocesses
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Businessprocesses,alsocalledworkflow,areaseriesofactionsthatarecarriedoutbythesystemand/oruserssothatoperationsarestandardizedandcarried
outwithmonitoring.Commonactionsinabusinessprocessinclude:approvals,sendingnotifications,changingsomeinformationinaLeadrecord,orsettinga
tasktobeperformedrelatingtotheLeadorotherobject.Creatingtheseworkflowstakesalittleknowhow,butNOcodingskills.
BusinessProcessesaredesignedintheCRM>Settings>BusinessProcessessection.EachCRMobject(orContact,Company,andDeal)hasitsownsetofBPs.
ThreestandardbusinessprocessesfortheCRMareincludedstandard:Processlead,ContactprocessingandWebstoredeal.
Moredetailsaboutbusinessprocessescanbefoundhere.
Usefulblogposts:
ConvertingLeadsandBusinessProcesses
Leadprocessingwhentoconvertleads
AssignleadsautomaticallyusingaBusinessProcess
Unitsofmeasurement
Therearesettingsforproductunits,aswellasthecapabilitytousepartialunits(CRM>Settings>Unitsofmeasurement).
Unitsareusedinleads,deals,quotesandinvoiceswhilespecifyingproducts.
IntegrationwithaBitrixeStore
EcommercewebsitesbasedonBitrixSiteManagercanbeintegratedwiththeCRM.Inthiscase,ordersintheestorewillbecreatedasdealsintheCRM,andthe
orderinguserswillbebroughtinascontacts.Moreover,salesmanagerscanviewtheproductcatalogofthewebsitefromtheCRMandcreateorders.Theseorders
willbemirroredintheestore.
SetupforintegrationstartingfromtheCRMisdoneatCRM>Settings>Webstoresinyourintranet.
MoredetailsaboutintegrationwithaBitrixeStorecanbefoundhere.
Membershipticketsales
LetsconsidertheimplementationofmembershipticketsalesusingBitrix24tools.
Taskdescription
Dealcreation
Businessprocess
Customernotification
Taskdescription
Thisscenarioisdevelopedforthesaleoftwotypesofmembershipticketswithdifferentcosts(onemonthandtwoweeks).Wealsoneedtoregistervisitsand
sendremindersabouttheterminationofcustomerticketstotheresponsiblemanager.
Inthisexample,suchascenarioisimplementedasfollowsusingBitrix24:WecreateacontactforeachcustomerinCRMandaproductforeachmembership
ticketintheCRMcatalog.Uponthesalesofamembershiptickettothecustomerthedealiscreated.Afterthedealiscreatedthebusinessprocessisinitiated.
Suchabusinessprocesscalculatesthetimeuntilthemembershipticketterminationandcreatesataskforthemanagerresponsibleforcertainsalesacouple
daysbeforesuchterminationdate.
Dealcreation
Letsconsidertheimplementationofsuchprocedurestepbystep.
Inthesectionproductswecreateamembershipticket:
ATwoweekticketisimplementedinthesameway.
Uponticketsales,createadealforthecustomer:
Completedformofdealcreation
Pleasecompletethemandatoryfieldsinthedealcreationform:
Indicatethedealnameandfilltherequiredfields.
Ifnecessary,selectadifferentresponsibleperson.
Contactassociationisdoneautomatically.
Selectthedealproduct.
Businessprocess
Then,thepreviouslycreatedbusinessprocesswithautomaticstartupupondealadditionstarts:
Uponthecreationofanydealthesystemcheckstheconditionofbusinessprocessexecution(Buyingticket),wheretheAmountfieldvalueisverified.Lets
consideranexampleofabranchforaonemonthticket(twoweekticketisthesame):
Businessprocessisfurtherexecutedinthisbranchonlyiftheamountofthecreateddealcontainsthevalueof33.Respectively,thisvalueislowerforatwo
weekticket.
Then,weindicateanexecutionpausefor27days:
Foratwoweekticket,thepauseequals12days.
After27days,themanagerwhoconcludedthisdeal(supposethatthismanagerisaresponsiblemanager)receivesthetasktoinformthecustomeronthesoon
terminationofhis/hermembershipticket.
Thedeadlinecontainstheexpression
=Dateadd({=System:Date},"1d")
Itsetsonedayafterthecurrentsystemdayasthedeadline.
HeadofDepartmentisselectedasthetaskauthor.
TaskdescriptiondisplaystheIDofthecontactassociatedwiththedeal:
{=Document:CONTACT_ID}
Tofixthetasktothedeal,selectYesinBindtocurrentCRMentityfield.
Customernotification
Aftertheterminationoftheperiodsetinthebusinessprocess,themanagerresponsibleforthedealreceivesnotificationaboutthetaskcreatedforhim/her.
ThemanagersearchesforthecustomerinthecontactlistusingthecustomerID,informsthecustomerontheticketterminationandofferstoprolongit.
Company
Documentsandfiles
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TheDocumentsectionallowssharingoffiles,texts,documents,spreadsheetsetc.andenablesteamworkactivity.
Bitrix24offersthreetypesoffilestorageswhichdifferbytheirlocation,notbyfunctionality.
MyDriveisafilestorageareaineachusersprofile.Accesstothisfilestorageandtoindividualfilesorfolderswithinitcanbedeterminedbytheuser.
GroupDrives.Eachprojectgrouporworkgrouphasitsowndocumentlibrary.Inlibraryssettings,accesspermissionsforreading,editing,andcreating
documentsaresetaccordingtotheroleofthegroupmember.
TheCompanyDriveisaseparatesectionforstorageofandcollaborationongeneraldocumentsandfiles(likepolicies,directives,andstandardformsfor
printing)whichareavailableuniversally.Theusershaveaccesstothislibraryaccordingtosettingswhichcanbeconfiguredasneeded.Itisalsopossibletogive
specialaccesssettingstoindividualfiles,thatis,eachdocumentcanhaveitsownuniqueaccesssettings,sosomeuserscanonlyread,otherscanedit,etc.
Waystosharefiles
ThereareafewmethodsforsharingfilesinBitrix24:
AttachingafiletoapostintheActivityStream
ToattachafiletoamessageintheActivityStream,entertherecipients(thedefaultissetforeveryone)andclickthepapercliptoopenthefileuploadinterface.
Uploadafileorfilesbydraggingthemfromyourfilemanagerontotheuploadinterfaceorbyclickingontheinterfaceandbrowsingtothefile(s).Afterthefileis
uploaded,youwillbeabletochoosewhereitshouldbesaved(inthemessageitself,inyourpersonalfiles,inagrouporinSharedDocuments).
Whenthemessageissent,eachaddresseereceivesnotificationviaInstantMessengerandthepostwillappearintheActivityStreamonlyofaddressees.Access
tothemessageitselfandtheattachedfilewillbegrantedonlytousersshownintheTo:field.Afterthemessageissent,userscanviewthefileanddiscussit
directlyintheActivityStream.Ifthefileissavedinadocumentlibrary,discussioncanlikewisegooninthedocumentsdetailpage.
Creatingofanexternallink
Bitrix24hasanewfunctionwhichallowsthecreationofanexternallinktoaparticularfile,sothatitcanbesharedwithexternalusers.Thismeansthatusers
canusetheirpersonallibrary,grouplibraries(includingintheextranet)andtheSharedDocumentslibraryasafileexchangetool,providingaccesstochosenfiles
toanyonewhoisnotuseroftheintranetitself.
Therearesecuritymeasures,ofcourseaccesscanrequireapasswordandcanbelimitedtoasettimeframe.Usingthisfunction,youcanavoidusingexternal
resourcesforstoringdataandlightentheloadonyourcorporatemailserver.
Details:
Anyuserwithreadaccesstothefilecancreateapublicaccesslinktoit.
Alldocumentlibrarytypes(personal,groupsincludingextranetgroups,andglobal)havethiscapability.
Accesstoafilecanbelimitedbytimeandprotectedbyapassword.
Asinglefilecanhaveseveraldifferentaccesslinkscreatedtoitwhichworkunderdifferentpasswordsortimelimits.Theselinkscanbecreatedbyasingle
intranetuserorbymultipleuserswithaccesstothedocument.
Linkscanbeclosedatanytimefromthedocumentlibrary.
4stepstoopenanexternalfile:
Inthelistfromthecontextmenu,thereistheoption:Sharethisitem
Settheaccessparametersinthedialogthatappears(timerestrictionsandapassword,ifnecessary)
Alinkiscreatedforexternalaccesstothegivenfile
Thelinkissharedbyemail,IM,orsocialnetworkwiththepersontowhomaccessshouldbegiven.
Sendingalinktoafile
Ifadocumentisalreadylocatedinalibraryandyouneedtopointitouttoacolleague,youcaneithersendamessagefromtheActivityStreamandattachthe
fileviatheselectdocumentfromlibrarylinkintheuploadinterface,oralinktothedocumentcanbeobtainedfromtheactionbuttoninthelibraryandsent.
Filescanalsobeattachedtotasks,meetings,workreportsandCRMelements.
Editingdocuments
Modificationofofficedocumentscanbeperformedwithoutdownloadingontothelocalcomputer.
EditingDocumentsUsingMicrosoftOffice
EditingDocumentsviaexternalservices(GoogleDocs,MSOfficeWebApps)
EditingDocumentsUsingMicrosoftOffice
IfyouwanttoeditdocumentsinMicrosoftOffice,youshouldhaveitinstalledonyourmachine.ThisfeaturerequiresMicrosoftOffice2003orhigher.
Important!EditingcanbedoneonlyviaInternetExplorerandMozillaFirefox.OtherbrowserswillnotenabletheEditinMSOfficemenupointinthe
documentlibraryorthesimilarbuttoninthedocumentdetailpage.SowhenusingabrowserotherthanIEorFirefox,youwillneedtodownloadthefile.
ForMicrosoftWord,MicrosoftExcel,MicrosoftPowerPointdocuments,justclickthedocumentname.ClickEditinMSOfficemenupointinthedocumentlibrary:
InternetExplorer:
ClickOKinthewarningwindow:
MozillaFirefox:
ToeditdocumentsinFirefox,thereisanextensionthatneedstobeinstalled.
WhenyoufirstwanttoopenadocumentinMSOffice,youwillneedtoclicktheInstallextensionoption:
Entertheusersloginandpasswordtotheintranettoobtainaccesstothedocument:
TheMSOfficeapplicationneededwillautomaticallylaunch.
Editthedocument.Saveandclosetheapplication.ThechangeswillbesavedinthedocumentlibraryandthepreviousversionwillappearintheChange
Historysection.
Whilethedocumentisopenandbeingediting,itwillbeblockfromeditingbyotherusers.Theusereditingthedocumentwillbedisplayedinthedocument
library:
Aftersavingthechanges,thedocumentisautomaticallyunblocked.
EditingDocumentsviaexternalservices(GoogleDocs,MSOfficeWebApps)
YoucanworkwithdocumentsinBitrix24withoutanofficesuite.ThankstointegrationwithGoogleDocsandMSOfficeWebApps,youcanopen,view,and
collaborateondocumentsstoredinyourBitrix24portalviayourGoogleandMicrosoft(LiveID)account.
Whenyouclickonadocumentlinkinyourpersonallibrary,agrouplibrary,theSharedDocumentslibrary,orintheActivityStream,yougetapopupwindow
withapreviewofthedocument.
Thiswindowallowsyoutosavethefileonadisk,openitforeditingusingGoogleDocsorMSOfficeWebApps,viewthefile,orgotothenextfileusingtheslider.
Chooseaserviceforediting,andputinyouraccountinformationforthatservice.
Ifyoudonothaveanaccount,youllneedtocreateone.
Nextyouwillbeaskedtoallowtheapplicationtoperformtheoperationsrelatedtoeditingdocuments:
Note:thenexttimeyouusethisserviceforeditingdocumentsfromBitrix24,thesigninprocesswillbeomittedthelogindatayouenterthefirsttimewillbe
usedautomatically.
Allowaccessandusetheserviceofyourchoicetocontinueworkingwithdocuments.
Afteryouclosethewindowintheservice(aftermakinganychangesyouwantedto),Bitrix24willaskwhetherornotyouwanttosavethechanges.
Settings
TheSettings>IntranetSettingspagenowallows/disallowsallintranetuserstouseexternaltoolstoworkwithdocumentsinthismanner.
IfyouchooseAllowindividualusersandgroupstoactivatedocumenteditingviaexternalservices,thentheusersthemselveswillhavethechoiceofusing
externalservicesinindividualdocumentlibrariesboththeirpersonallibrariesandgrouplibraries.Aseparatesettingspointinthedocumentlibrarywillappear
(asbelow).
Search
Bitrix24performssearchonthecontentofvarioustypesofdocumentfiles(docx,doc,pdf,xls,ppt).Indexationofthesefilesisperformedimmediatelyafter
uploadtoadocumentlibrary.
Eachtypeofdocumentlibrary(personal,groupandSharedDocuments)hasafilterontherightfilterscanbesavedandreused.
Ingrouplibraries,anAdvancedSearchfeatureisavailablewhichallowssearchbydateordaterange.
Bitrix24.Drive
Bitrix24.DriveprovidessynchronizationbetweenlocalfilesandfilesstoredinBitrix24.
AssoonastheBitrix24.Driveisconnected,aspecialfolderinonyourlocalcomputeriscreatedandthedocumentscurrentlylocatedinyourBitrix24portalare
copiedthere.
Modificationofthesefilesfromeitherlocationwilltriggersynchronizationeitherimmediately,orthenexttimethattheconnectionisactive(ifyoumakechanges
onyourlocaldeviceandareofflineatthetime).
Bitrix24.DriveissupportedintheDesktopAppforMacandWindows.
CompanyStructure
TheCompanyStructurepagevisuallydemonstratesthehierarchyofthecompanysofficesanddepartments:
AfterinvitinguserstoyourBitrix24intranet,youcancreateaviewofyourcompanystructurebycreatingdepartmentsandsubdepartmentsandassigning
departmentheadsandusers.Creatingacompanystructureisnotrequired,butifyourcompanyhasalargenumberofemployeesandadeepdepartmental
hierarchy,itwillbeconvenientforuserstoorientthemselvesusingthisvisualrepresentationofthecompany.
Anotheradvantagegainedfromthevisualrepresentationofthecompanyisthatseveralobjectsintheintranet,suchastheActivityStream,tasks,andcalendar
eventsallowtheoptionstosharewithorsendtomembersofaselecteddepartment.
OpentheCompany>CompanyStructurepage.
ClicktheAdddepartmentbutton.
Specifythedepartmentname,aparentdepartment,andthedepartmentsupervisorintheform.
SavethedepartmentbyclickingontheEditbutton.
Anewdepartmentwillbeaddedtothestructure.
Toaddnewemployeestothedepartment,gototheuserprofileandselecttheappropriatedepartments.Onceanemployeeisaddedtothevisualstructure,
theiravatarcanbedraggedanddroppedtoanyotherlocationinthestructure.
Thecompanystructureisrepresentedvisually,meaningthateachtimeanewdepartmentoranewemployeeprofileisadded(orremoved),thecompany
structurechangesaccordingly.
AbsenceChart
Theabsencechartregistersthecompanysemployeesbeingoutofofficeforwhateverreason:
Eachtypeofabsenceisindicatedwithauniquecolor.Theabsencechartcandisplaydatainthreetimescales:intraday,weeklyormonthly.
Themonthlygriddoesnotdisplayintradayleavessoasnottooverwhelmthechartwithlessrelevantdata.
Toquicklyviewtheleavedetails,hoverthemousepointerovertheleave:
Initially,theabsencechartcontainsdataforalltheunavailableemployees.Ifrequired,youcanviewthereportonacertaindepartment:selectitinthedrop
downlistonthecontexttoolbar.
Tofilterthedatabythekindofleave,usethebuttonSetAbsenceTypesonthecontexttoolbar:
Usethecalendarnavigationcontrolstoviewotherdaysandmonths.
Thesystemupdatesinformationintheabsencechartautomaticallyusingdataprovidedbythepersonalcalendars.Alternatively,theabsencechartcanbe
correctedorreplenishedbyauserhavingenoughpermissions.
WorkingTimeManagement
TheWorkingTimeManagementsysteminstallsdisciplineintheworkschedulewithoutcreatingahighpressureatmosphere.Clockingin,clockingout,and
breaksaretransparentlyrecorded,andaconvenientplanneranddailyreportkeeptasksorganizedandprioritized.Thedatainputintothisgadgetissavedand
usedasthebasisoftheworkreportforeachemployee.Additionally,timespentontaskscanbetrackedusingthistool.
Controls
Forthepurposeofworkingtimemanagement,thetwouserinterfaceelementsexist:theWorkingDaybarandtheWorktimesummary.
TheworktimesummaryshowsintheBitrix24cloudatCompany>Worktimefortheonpremise,itisunderEmployees>TimeTracker.
TheWorkingDaybar
Thisbarisessentiallyanemployeesfrontendtotrackworkingtimeandtasks.Thebarisavailabletoandhasthesamecontrolsforallemployees.Normally,the
bariscollapsedtothestatusbar:
Whencollapsed,theWorkingDaybarshows:
thecurrentevent(ifanyassigned)
thecurrenttime
countofthetodaysunfinishedtasks.
TheuseofthisbarisdiscussedintheWorkingDayTool.
TheWorktimepage
Theinformationthispageshowsandthefunctionsitprovidesaredifferentforcommonemployeesandtheirsupervisors.
Anemployeecanonlyviewthestatisticsofhisorherworkinghoursbutcannotchangethem:
Supervisorscanviewworkingtimereportsfortheirimmediatedepartments,orforsubdepartmentsaswellwhichdependsonthesettings.Thewaya
supervisorcantrackandmanagethesubordinatesworkingtimeisdiscussedinWorktimeSummary.
WorkingDayTool
Employeesprovideinformationfortheworkingtimereport(timetracker)usingtheWorkingDaytoolwhichcanbeshownbyclickingontheWorkingDaybar.In
fact,thatisallanemployeecandoabouttheirworkinghours:heorsheclocksinandout.
Thetoolisavailabletoandhasthesamecontrolsforallemployeesandsupervisors.
ClockingInandOut
Thefirstthinganemployeehastodowhenstartinghisorherworkingdayisstarttheclock.Ofcourse,inthisdiscussionitimpliesthatheorsheclocksinby
expandingtheWorkingDaytoolandclickingClockInthebiggreenbutton.Bydoingso,anemployeestartstheclockusingthedefaulttimeparameterssetby
theadministrator.Ifyouneedtochangethetimeofcommencementofyourworkday,clickChangeclockintimeandsettherequiredtime.
Analogously,toendtheworkingday,clickClockOut(orChangeclockouttimetousenonstandardworkinghours):
Ifanemployeehasfailedornothadachancetoendtheworkingdayforsomereason,heorshecannotclockinuntilthecurrenttheworkingdayisineffect.In
thiscase,justclockoutbeforeclockingin:
WhenusingthelinksChangeclockouttimeorChangeclockintime,orclosingthepreviousworkingday,thereasonfortimechangemustbespecified
onecannotclockoutotherwise:
Wheneveranemployeeneedstomakeabreak(havingalaunch,visitingaphysicianetc.),theworkingdayhastobepausedbyclickingtheBreak.Assoonas
youcomeback,clickContinuetoresumeclocking.
PlanningYourDailyActivities
Thoughnotentirelyobvioustoafirsttimeuser,youwillusetaskstoplanyourworkingday.Thesimplestwaytoaddataskistypethetasknameandclickthe
button (denotedasMethod1),orclickthelinkselectfromlisttopickoneofthepredefinedtasks(Method2):
Whenusingthemethod1,aquicktaskiscreatedwhichdoesnotpossesstimeframe,priorityoranyotherparameterspertainingtoacommontask.Aquicktask
isaprivateobjectandcannotbeattachedtoaworkgroup.
Whenusingthemethod2(byclickingthelinkselectfromlist),youwillpickataskfromtheusertasklist:
UsetheSearchoptiontofindarequiredtask.TheRecentTasksoptionshowsthetasksyouhavecreatedorusedlately.
ThetasksyouhavecreatedoraddedfromthelistwillappearintheDailyPlan:
Theicon isshownforthetasksthatarecurrentlybeingperformed.
Theicon removesthetaskfromthedailyplanitbecomesvisiblewhenyouhoverthemousepointeroverthetasktitle.
Clickingthetasktitleshowsthetaskwindow.
Events
Underthedailytaskslistaretheemployeespersonaleventsthataregoingtohappenonthatday.Theeventmanagementtechniquesaresimilartothoseofthe
personaltasks.However,theeventsmayappearintheeventlistinanunattendedfashion.
YoucancreateeventsrightintheWorkingDaypopupwindow:justentertheeventname,specifythetimeperiodandclick .Ifyoureventisgoingtotake
placesomewhereelse,checktheOutofofficeboxtoreflecttheeventintheAbsenceChart.
Clicktheeventtitletoviewtheeventinformation:
Ifyouclicktheeventtitlehere,intheeventinfobox,yourpersonalcalendarwillopen.
DailyReport
YoucankeeprecordofyourworkingachievementsbywritingdowntheaccomplishmentsontheDailySummarytabattheendoftheworkday.
ThereportsyoucreateareavailableattheWorktimeSummarypage.
WorktimeSummary
Thispageshowstheworktimereportinthecalendarlikeformat.Acommonemployeecanviewonlytheirownworktimedata(orthedataoftheirrespective
departmentwhichmaybeallowedbytheadministrator).Asupervisinguser(aheadofdepartment,forexample)havefullaccesstoinformationonallthe
employeesunderhisorheradministration,andcanedittheemployeesandpersonaltimedata.
Thedaysonwhichanonstandardworkingtimeoccuredarehighlightedwithanalerticon: .Itmeansthatasupervisoroughttoconfirmordeclinethenon
standardworkinghours.Theconfirmeddaysshowtheicon: .
TrackingTheNonStandardDays
Onlytheconfirmedworkingdaysareusedinthecalculationofthenonstandardfigures.Therednumbersinroundbracketsshowtheunconfirmednonstandard
daycount.Thenonstandarddaypercentageisaratioofthetotalnonstandarddaystothetotalworkingdays.
Anemployeesworkingdayismarkedasnonstandardif:
itstartedlaterthanofficiallyestablishedfortheemployee,hisorherdepartmentorthewholecompanyLatestclockintime
itendedearlierthanofficiallyestablishedEarliestclockouttime
itendedbeforetherequiredworkingdayduration,accountingforbreaks,isachievedMinimumduration.
Important!Anonstandardworkingdaydoesnotnecessarilyimplyaviolation,theformerbeingadeviationfromtheworkingdayrequirementsspecified
bytheadministrator(supervisor),whilethelatteristheabuseofcorporateethics.Whetherthenonstandarddayisaviolationisuptotheemployees
supervisortodecide.
Example:Sarahneedstoleaveat4:00PMbecauseherdaughtersnursefellsick.ShediscussesthesituationwithhersupervisorBillandheallowsherto
haveherworkcompletedathome.Thesystemwillshowthenonstandarddayhowever,Billseesnoviolationhere.
ViewingTheDailyStatistics
Toviewtheemployeestimetabledata,clickthecorrespondingcellintheWorktimeSummarychart.Theinformationcardwillshow:
Ifthisisanonstandarddayanditneedstobeconfirmed,thebutton willbeavailabletothesupervisorwhocanconfirmordeclinetheworkingday,
andchangethetimesifrequired.
SettingtheWorkingDayparameters
Theworkingdaystandardscanbeassignedtothewholecompanyhowever,anindividualemployeeoradepartmentcanhavepersonalspecifications.The
companywidestandardsaredeployedbytheadministrator(supervisor).Ifnospecificparametersareassignedtoaparticularemployeeordepartment,itwilluse
thestandardsspecifiedforanentityofahigherlevel(departmentorcompany).Inotherwords,thestandardsareinherited.
Accesstotheworkingdayconfigurationisdeniedforcommonemployees.
Example:thedepartmentregulationsstipulatetheworkinghoursfrom9:00till06:00PMandahourlunchbreak.ThesimplestsolutionistosetLatest
clockintimeto9:00,Earliestclockouttimeto06:00PMandMinimumdurationto8:00.
However,whatifthedepartmentallowsformoreflexibleschedule:from8:00till05:00PMorfrom11:00till08:00PM?
Inthiscase,setLatestclockintimeto11:00,Earliestclockouttimeto05:00PMandMinimumdurationto8:00.
MeetingsandBriefings
Attention!ForFreeandStandardlicenses,thefunctionalityMeetingsandBriefingsisunavailable.
TheserviceMeetingsandBriefingsisatoolforautomatizingpreparationforameeting,holdingthemeeting,controllingthegoalssetatthe
meeting,andhistorystorage.Italsooffers"transparency"fortheentireprocedureforthemanagement.
Thecolorsthatareusedtomarkthemeetingsincludedinthelisthavethefollowingmeaning:
Blackscheduledmeetings
Grayfinishedmeetings
Bluecurrentlyinprogress.
Attendeesofthemeetingaredividedbytheirrolesandactinaccordancetherewith:
Ownercreatesameeting,allocatesdutiesamongtheattendees,andclosesthemeeting
Attendeesreportonthetopicsoftheagenda
AdministrativeAssistantdrawsupareport.
Note:theOwnerofthemeetingisdeemeditsAdministrativeAssistantuntilsuchOwnerappointsanotherpersoninsteadofthemselves.
Allcollectedmaterialsofthemeetingarekeptinanarchiveandmadeavailableforreviewbytheattendeesofthemeetingandthemanagementofthe
company.Alinkisestablishedbetweenmeetingsofthesametype:unresolvedtopicsfromthepreviousbriefingsareinherited,andthenextmeetingis
plannedatthecurrentmeeting.
Managersofsubdivisionshaveaccesstothemeetingsattendedbytheirsubordinatesevenifthemanagersdonotattendthesemeetings.
CreatingaNewMeeting
Ameetingcanbecreatedasaneweventandasafollowupofapreviousmeeting.
CreatingaNewMeeting
AnewmeetingiscreatedusingthecommandNewmeetingonthepageCompany>Meetingsandbriefings.Theformforcreatingameetingwillopen:
Fillintheformfields.Thenatureofthemajorityofthefieldsisquiteclearfromtheirnames.Somecommentstothefields,however,arenotimmediately
evident:
WhensettingtheDurationofthemeeting,donotforgettoindicatetheunitsofmeasureofsuchduration,eitherhoursorminutes.
AttendeescanbeselectedsimilarlytoselectioninTasks.
AdministrativeAssistantcanbeselectedfromtheattendeesofthemeetingonly.
Locationcanbeselectedfromamongthemeetingroomsavailableaswellasaddedmanuallyasatext.
CreatinganAgenda
UsetheareaAgendawhencreatingtopicsfortheagenda.Theprocedureforcreatingtopicsandsubtopicsisintuitive.Thefollowingcommandscanbe
usedwhencreatingitemsfortheagenda:
1Commandsforchangingworkmodes.TheAgendamodeisusedtosetupanagendaandthemodeMinutesisusedtokeepareportonthe
agendatopicsandtocreateadditionaltopicsarisingoutsidetheagenda.ThemodeMinutesisavailableforthemeetingcurrentlyinprogressorfora
finishedmeeting.
2Thisfieldcanbeusedtodragtopicsover,thuschangingtheirorderofpriority.
3Thisbuttoncanbeusedtochangethenestingoftopics,movingthemonelevelupordown.
4Checkingtheboxwillpermityoutocreateataskforanemployeeresponsibleforthistopicsimultaneouslywithcreatinganagendaitem.
5Opensataskcard.
6Thelistoffilesattachedtoaspecifictopic.
7Indicatorofthenumberoftasksforthistopicwithapossibilityofgoingtothelistoftasks.
8Indicatorofthenumberofcommentstoaspecifictopicwithapossibilityofgoingtothecomments.
9Topicdeletebutton.
10Topiceditbutton.
11Savingeditingresults.
12Canceleditingresults.
13Subtopicaddbutton.
14Addsatopictotheagendafromanalreadycreatedtaskorfromanothermeeting.
CreatingaMeetingasaFollowUpofthePreviousOne
Creatingameetingasafollowupcanbepossibleafterthecompletionofthepreviousmeeting(usingthelinkCreatenextmeetingintheformofafinished
meeting)aswellasatanyothertimeusingthecommandCreatenextmeetinginthegenerallistofmeetings.
Thislinkwillopenameetingsetupformthatwillautomaticallycontainthefollowingdatafromthepreviousmeeting:
Attendeeswiththesameroles
Meetingduration
Venue
Meetingdescription
Filesuploadedtothepreviousmeeting
Topicsofpreviousmeeting.
AgendatopicsareincludedinthenewlycreatedmeetingaftertheyarecheckedandthebuttonPicktopicsispressed.Ifnecessary,newtopicscanbe
addedtotheagendainthesamewayitwasalreadydonewhencreatingaregularmeeting.
HoldingaMeeting
ThemeetingcommencesfromthebuttonStartmeetingintheformofcreating/editingthemeeting.Inthiscase,themeetingformwillgotothemode
Minutes.ThefollowingoptionsareavailableinthemodeMinutes:
Creatingagendatopicsincludedduringthemeeting:
Keepingminutesofthemeetingingeneral:
Keepingareportonthetopic.Clickingthenameofthetopicwillopenareportformofthepersonresponsibleforthetopic:
Thisformcontains4zones:
1Reports.
Here,areportontheselected
topiciskept.Onlytheperson
responsibleforthistopiccan
keepthereport.
2Topichistory.
Thisoptionisavailableonlyif
themeetingiscreatedfrom
thepreviousone.Thetopic
historycanbeminimizedto
savespaceonthescreen
occupiedbytheform.
3Tasks.
Thelistoftasksattachedto
thesubjectofthetopicunder
discussionisdisplayed.
4Comments.
Thisfieldisavailabletoall
attendeesofthemeeting
enablingthemtoadd
commentstothetopic.The
filesattachedtothecomment
tothetopicwillbeattachedto
thetopicasawhole.
Note:Thesame
principlealsoappliesto
thefilesattachedtothe
meeting.
Finishingtopicsandthemeeting.Thefinishedtopiccanbemarkedbyplacingacheckmark.ThemeetingisfinishedbyclickingthebuttonFinish
meeting.
RecordsManagement
RecordsManagement(CommonLists)helpyoumanagerecordbaseddata.Suppliers'directories,productcatalogs,expenseitems,etc.It'sallveryeasyto
createandorganize!
Watchvideo
Capabilities:
constructionofdatafieldsforanytypeofobject,includingfiles
accesssettingsforeachlist
filters,sorting,columndisplay,groupediting,easyassignmentofaccesspermissions,importandexport,etc.
anyhierarchicalstructureforstoringobjectscanbeimplemented
unlimitednumberoflists
listsinworkgroups
integrationofbusinessprocessesPracticalexampleofRecordsManagementwithabusinessprocessinBitrix24.
UsingtheLists
Themainpageoftheuniversallistshasplainandeasytounderstanduserinterface:
CreatingtheListandtheListFields
Asyoumaywellguess,theAddbuttononthecontexttoolbarcreatesanewlist.Clickittoopenthelistpropertiesformconsistingofthethreetabs.The
firsttabshowsthegeneralparametersforthenew(orexisting)list:
TheTitlestabisusefulwhenyouneedtohavethenamesoftheinformationblockobjectsmoremeaningfulwithrespecttotheinformationblock
contents.Considerthefollowingexample:
Obviously,theseareonlythemostgeneralparameters.Toaccessthelistdetailedsettings,clickApplyandthen,usetheListFieldsbuttononthe
contexttoolbar:
Otherwise,ifyouaresavingyourlistusingtheSavebutton,youcanopenthelistcontentspagebyclickingthelisttitlelinkinthelistssummary
tableandthenclickListSettingsonthecontexttoolbar.
Important!Toavoiderrors,youmustaddalltheproposedfieldstothelistbeforeaddingelementstoit.
Bydefault,anewlisthasonlytheNamefield:
Toinsertanewfieldinthelist,clickAddField.Toedittheexistingfieldproperties,selectEditintheactionmenu:
Andthiswillopenthefieldpropertiesform:
Thereyouwillfindthefollowingfields,inbrief:
Sort:thelessisthevalue,thehigherthefieldispositionedinthelistitempropertiesform
Required:specifiesthatthisfieldmustexistwhenaddingalistitem
Multiple:ifthisoptionischecked,youcanassignmorethanonefieldvaluewhenaddingoreditingalistitem
Type:specifiesthefiledvaluetype
DefaultValueisusedwhencreatinganewlistitemsetittothemostfrequentlyusedvaluesousersdonthavetokilltheirtimeprovidingitagain
andagain.
ConsideranexampleoftheClientslistsetup:
Bitrix24Configuration
Bitrix24isaversatilesystem.Tofullyconfigureyourportal,settheparametersofeachserviceyourcompanyisgoingtouse:
configuretheBitrix24servicesettings
reviewandsetthelicensingoptions
settheworkingdayparameters
configureusersubscriptions
setthepersonalcalendarparameters
configureworkgroups
configureCRM.
LANfirewallsettings
CompanysecuritypolicymayrestrictInternetaccesstoonlytheallowedaddresses.TofullyusetheBitrix24services,thefollowingaddressesmustbe
accessible:
*.cloudfront.net
*.bitrix24.com
bitrix*.cdnvideo.ru
*.bitrix.info(telephony,bots,openchannels)
bitrixclientbackups.s3euwest1.amazonaws.com
Bitrix24ServiceSettings
Tosettheportalserviceparametersandmonitorthecurrentservicestatus,usethemainmenuandselectSettings.
UsetheIntranetSettingspagetochangethenameofthecompany.Thetextoflike/unlikecontrolsusedinsocialmessagingcanbechangedtoconform
yourcorporatepolicy.
Date/Timeformat.Usethisoptiontoconfiguredateandtimedisplayformat:theorderandformatofdays,months,andyears.Usethe12/24
optiontoshowtimeaccordingtothestandardestablishedforyourcountry.
Activatedocumenteditingviaexternalservices....CheckthisoptiontoallowdocumentstobeeditedusingexternalserviceslikeGoogleDocs.A
userneedstoberegisteredintheservicetheyintendtouseforeditingdocuments.ThissettingappliestoallIntranetusers.
Allowindividualusersandgroupstoactivatedocumenteditingviaexternalservices.Ifchecked,thisoptionenablesalibraryownerto
enableordisableexternaleditingfeaturefordocumentsintheirlibrary.
Allow"Allemployees"asoptioninActivityStream.Bydefault,a"toall"recipientisenabledforallIntranetusers.Usethisoptiontoenablethis
featureforonlytheselectedpersons.
Use"Allemployees"asdefaultrecipient.Ifyouchoosetorestricttheuseof"toall"messages,youmightwanttocheckthisoptiontoprevent
accidentalbroadcastmessaging.
Services
Ifyoudon'twanttousesomeoftheIntranettoolsorplantodeploythemlater,usetheoptionsinthisareatodisablethem.
Notice:thisfeatureisonlyavailableinStandardandProfessionaltariffs.
IPrestrictions
UsethissecurityoptiontorestrictaccesstoyourIntranetfromonlycertainIPaddresses.ClicktheAddlinktoselectusersordepartmentsandspecifythe
IPaddressesand/orrangesfromwhichtheywillbeallowedtousetheIntranetresources.
Notice:thisfeatureisonlyavailableinStandardandProfessionaltariffs.
CompanyLogo
UsethecontrolsinthisareatouploadyourcompanylogotobeshownontheIntranetpages.Pleasenotethatthemaximumdimensionsforyourlogo
shouldnotexceed222pxby55px.
License
TheLicensepageshowsthetypeofyourlicense,expirationdateandvariousreferencedata.
EvenifyourlicensedoesntincludealltheavailableBitrix24features,youstillcantrythemoutanytime:theExtranet,worktimemanagement,reports
andmanymore.Simplyenabledemomodeforonemonthandenjoythefullrangeofbusinesstoolsatyourhand.
DemomodeisavailableforalltariffsexceptforProfessional.AllthedatayourIntranetaccumulatesduringthetrialperiodwillremainintactafteritis
overbutwillbedeactivated.Yourdatawillberestoredassoonasyoupurchaseasubscription.
UsetheSelectLicenseareaonthispagetoviewyourlicenses,updateyourcurrentlicenseorchangelicensetype.
Toactivatethecouponyouhavepurchased,enteritintheActivatecoupongroup.
Telephony
Watchvideo
TheBitrix24boxversionprovidesforthepossibilitytousetelephonyforbusinesspurposes.TelephonyintheBitrix24serviceusestheWebRTCtechnology
thatpermitsmakingandansweringcallsdirectlyfromabrowserthatsupportsthistechnology.Thistechnologyissupportedbybrowsersnotlowerthan
GoogleChromev29andMozillaFirefoxv27,itisalsolimitedsupportedbyOperaandYandex.Browser.Unfortunately,InternetExplorerdoesnotsupport
WebRTC.
CallsfromBitrix24canbemadeinavarietyofways:
VoiceandvideocallsfromInstantMessengeroradesktopapplicationwithinthecompany
IPtelephonytolandlineandmobiletelephones
IPtelephonyusingofficePBX
TechnicalRequirements
Theuseoftelephonyrequirescorrectsettingsofthelocalnetworkfromwhichthecallsaremade.Therearespecificrequirementsastothesettingsfor
eachtypeofcall.Theserequirementsaresetforthonthepageswithadescriptionofeachspecificway.However,therearealsogeneralrules.Toensure
correctoperation,thefollowingmustbeopeninyournetwork:
ports:443TCP,1935TCP,5060TCP,5060UDP,1935UDP,3478UDP,800048000UDP.
addresses:#VOXIMPLANT_ROWS#
46.137.125.240 46.137.97.175 46.137.123.236 69.167.178.6 176.34.103.175
Voximplantrecommendedaddresses:
ports3478,3000040000UDPmustbeopenfortheaddress:turn.calls.bitrix24.com
Alloutgoingcallsmustbedialedusingtheinternational(country)codes,evenifitwouldotherwisebealocalcall.Sothenumberinuserprofilesandin
CRMobjectsmustbeshowninfull,withcountrycode.
00<countrycode><areacodeorcitycode><phonenumber>
+<countrycode><areacodeorcitycode><phonenumber>
VoiceandvideocallsfromInstantMessengerorDesktopapplicationwithinthecompany
Itisthemostsimpleandaccessiblewayofcommunication.Nosettingsarerequiredfromtheuserorportaladministrator.Everythingworksoutofthebox
andforfree.Amicrophoneandavideocameraarerequiredtomakevoiceandvideocalls.Groupvideocallsarepossible(forupto4participants).
Thedisadvantagesofthismeansincludealimitationofthepossiblecallersonlyusersofyourportal(includingExtranetusers)andcontactsfrom
Bitrix24.Networkcantakepartinthecalls.Inaddition,thesecallscannotberecordedbyusingthestandardmethodsofBitrix24.
IPTelephony
IPtelephonyisafurtherdevelopmentofthevoiceandvideocallstechnology.Ithasmorepossibilitiescomparedwithvoiceandvideocallsandis
implementedfromBusinesschatorDesktopapplication.Thismethodpermitsyoutocallanylandlineandmobiletelephones.Unlikevoicecalls,IP
telephonyisapaidserviceimplementedusingtheserviceproviderVoximplant.
Onlyoutboundcallscanbemadewithoutleasingaseparatetelephonenumber.Ifinboundcallsareneeded,youhavetoleaseatelephonenumber.There
isanoptiontohidetheleasednumberandreplaceitforyourclienttoanyexistingofficenumber.
Usingthistelephonyyouhaveanopportunitytocreateconvenientrulesforcallprocessing:routingandsavingconversationrecords.Routingpermits:
Forwardanincomingcalltoaspecificemployee
Forwardacalltoamanagerassignedtothisnumber
Setupaqueueofemployeeandanumberoftonesbeforeforwardingtoanemployeenextinthequeue
Indicatetotheservicewhattodoifnoemployeefromthequeuerespondstheincomingcall.
TheratesaresetseparatelyforRussia,theCIS,Europe,andtheUS.PaymentfortrafficismadetotheVoxImplantserviceproviderthroughBitrix24.
Bitrix24makesitpossibleforyoutokeepanitemizationofcallswithapossibilitytoviewthedate,time,andcostofthecallandhavearecordfile.Thecall
recordismanagedbytheportaladministrator.Alargearchiveofrecordsmaysignificantlyreducethefreespaceonthedisk.
Extranetuserscannotmakecallsusingyourportal.
IPTelephonyUsingSIPPBX
ThereisapossibilitytoconnectofficeorcloudPBXtoyourportal.Inthiscase,yourexistingofficenumbersareusedanddisplayedforyourclientsas
before.Oncethisintegrationiscompleted,usersoftheportalstartusingmicrophonesontheircomputersinsteadofIPtelephones.
Thistypeoftelephonyalsopermitsmakingfreeincomingcalls.Apaidmonthlylicenseisrequiredonlyforoutboundcallspaymentfortrafficismade
accordingtotheratesofyourserviceprovidersthroughthepaymentsystemsofthecommunicationserviceproviders.
TelephonyusingSIPPBXpermits:
ForwardallincomingcallstotheportalofBitrix24.Callsareidentified,processedaccordingtoyourrules,enteredinCRM,andrecorded.Theycanbe
consultedwhennecessary.
MakingoutgoingcallsfromBitrix24usingthechannelsconnectedtoyourSIPPBXwithenteringinCRMandprocessinginthesamewayaswiththe
incomingcalls.
Disadvantagesofsuchintegration:
InternalpartoftheexistingSIPPBXiscompletelyremovedfromoperation.(Itisconsideredonlyfromthepointofviewofaunitresponsiblefor
externallines)
Additionalchargesapply.
BalanceandStatistics
Theaccountstatuscanbemonitored,andcostscanbecontrolledonthepageTelephony>BalanceandStatistics.
Balance
YoucanaccesstheformtoaddfundstotheaccountbyusingthebuttonAddcredit.
Ifduetoanyreasonsthenumberleasehasnotbeenpaidwhendue,thenumberwillbeblocked,butitisstillreservedforthelesseeforonemonth.This
meansthatifyoumakeapaymentduringthismonth,youwillbeabletoconnecttheoldnumbertoyourBitrix24.Inthiscase,theleaseperiodofthe
numberwillbecalculatedstartingfromthedateoftheactualpayment.
Paymentforservicesworksbasedontheautomaticextensionprinciple.I.e.iftheleaseofausersnumberisexpired,thenewlyaddedmoneywillcoverits
extensionfirst,andafterthatwillbeusedtopaytraffic.
ThewidgetRecurringpaymentsshowstheinformationabouttheexpirytimeaccordingtothepaymentforleasednumbers.
TheSIPConnectorwidgetinformsaboutthenumberoffreeminutesavailableandalsoabouttheleaseexpirytermafterpayment.
Statistics
Thepagealsocontainsageneral(bymonths)andadetailed(foreachcall)itemizationofcalls(statistics).
Whenviewingdetailedstatistics,iftheadministratorpermittedcallrecording,thefilecontainingconversationrecordingcanbelistenedto(theRecord
column).
Byclickinganemployeeslastname,afilterisactivatedandonlythatemployeescallswillbedisplayed.Likewise,filteringcanbemadebycallstatusesor
bybothparameterstogether.
Whenviewingdetailedstatistics,thelogofeachspecificcallmaybelookedup(theLogcolumn).Thisoptionisveryusefulforadministratorswhenthey
setupPBXforworkingthroughBitrix24service.
Note:ifacallhadbeendroppedbeforethesystemcouldidentifytheemployeewhichisresponsibleforthecurrentcall,theEmployeecolumnwill
containadash.
PhoneNumbers
TheportalmustbesetupfortheuseoftelephoneonthepageTelephony>PhoneNumbers.
Connecttoyournumber
Connectyournumberforoutgoingcallssothatcontactsyoucallwillseeyourcorrectnumberandbeabletocallyouback.
Inadditiontothenumberindication,youcangivepermissiontorecordcallsfromthisnumberandcheckthenumberofanoutboundcallusingthe
numberbaseavailableinCRM.
Rentanumber
Thecompanymayleaseanumberfromouroperatorandbindittoitsportal.Todoso,justselectthecountry,region,andoneofthenumbersoffered.The
listofavailablecountriesandregionsisconstantlyexpanding.
Havingselectedandconnectedanumber,setuptheroutingandprocessingofinboundcalls.
Ifanumberisnolongerneeded,itcanbeeliminated.Thenumbereliminationisdeferreditwillbedisconnectedin24hours.Thisisdonetoprotect
companyownersfromrashdecisionsoroccasionalerrors.Thenumbereliminationisconfirmedbyamessagesenttothecontactemailoftheportal.
Textofthemessageconfirmingthatthenumberisdisconnected
Untilanumberisdisconnectedfromtheinterface,itisstillactiveandcanbeusedtoplaceandacceptcallsandpayforthem.
ConnectSIPPBX
FunctionalityoftheconnectionofanofficeorcloudPBX.
Callrouting
AfteranumberisleasedoraSIPPBXisconnected,thesenumberscanbesetupinordertoworkwithBitrix24Telephony>PhoneNumbers>Renta
number>Configurenumber.Thisincludescallroutingandringtones.
Callroutingmakesitpossibletobuildaqueueofemployeesamongwhichinboundcallswillbedistributed.Ringtonescanbeassignedforeachtypeofcall
operations.
Valuesofcheckboxesforrouting:
ExtensionnumberprocessingcheckingthisboxwillgiveaninstructiontotheBitrix24servicetoforwardaninboundcalltoaspecificemployee
asifthenumberofsuchanemployeehadbeendialedandalsoinformitabouttheactionsincasetheemployeedoesnotpickupthecall.
CheckforthenumberinalltheCRMrecordscheckingthisboxwillturnonthecheckingofinboundcallsintheCRMbaseandforwardthecall
tothemanagerassignedtothisnumber.Inaddition,actionscanbesetupiftheemployeedoesnotpickupthecall.
Queuehere,thequeueofemployeesisindicatedalongwithanumberofdialtonesafterwhichthecallisredirectedtotheemployeewhoisthe
nextinthequeue.Thequeueisloadeduniformly:ifthepreviouscallwassenttoemployeeA,thenextwillbesenttoemployeeB,etc.
Note:TheoptionDonottransfercallstouserswhohavenotstartedtheirworkdayorareonbreakpermitsforwardingcallsonlyto
theemployeeswhoareactuallyworkingatthemoment.Theoptionisavailableonlyfortheratesthattakeintoaccountofficehours.
Specificsofqueueoperation
MissedCallsanindicationofwhattodoincasenoemployeefromthoseindicatedinthequeueansweredtheinboundcall.ThevalueEnqueueof
thisfieldcyclestheinboundcalluntilanemployeeanswersit.
Saverecordingsofallcallsifthisboxischecked,alloftheconversationswillbeavailableinthestatisticsofthecallsandsavedtoCompanyDrive
inthefolderTelephony:callrecordings.Thevolumeofthisfolderistakenintoaccountaspartofthetotalspaceavailableonaportal,i.e.storageis
freeaslongasfreespaceisavailable.
Filenameisgeneratedaccordingtothetemplate:date_time_number.Forexample: 20140610_015519__7************.flv .
Note:accesstothisfolderisrestrictedtoportaladministrators,butfoldersettingspermityoutograntaccesstootheremployeesasnecessary.
Timesettings
Outsideofofficehours,clientswillreceiveavoicemessagesetthesectionTimesettings.Thissignalwillbeactivatedaccordingtothesettingsindicatedin
thesamesection.
SettingfieldsareuserfriendlyonlythefieldOffhourscallprocessingmayrequireadditionalcomments.Thefollowingoptionsareavailable:
Usevoicemailbydefault,apresetmelodyisactivated.
Transfercalltoadifferentnumberaspecialfieldwillappearinordertointroducethenumber.
Endcallthiscallisnotchargeable,itisimportantfor8800numbersthatpayforinboundcalls.Selectingthisvaluepermitstoprotecttheowner
ofafederalnumberagainstfraud.
Voicemessageaccompanyingringtoneisautomaticallysetinthelanguageofaportal.Itcanbechangedasnecessary.
TelephonyUsers
Note:Thepageisavailableonlytotheadministrators.
ThepageTelephony>TelephonyUsersisusedtosetupinternalnumbersallowingyoutoforwardcallsmadetothecompanyingeneraltospecific
employees.
Todoso,justusethelinkEditinthelineofaspecificemployee.Thesettingformopenswhereaspecificnumberforforwardingmustbeindicated:
Note:IfthesamenumberislinkedforcallsboththroughBitrix24andownSIPPBX,callingusingownPBXwillnotbepossible.Allcallswillbemade
throughBitrix24.
Theclientcancalltheirmanagerdirectlyusinganinternalnumber.Thefollowingstepsshallbefollowedtomakeitpossible:
Assignaninternalnumbertotheemployee
EnabletheoptionExtensionnumberprocessinginCallroutingsettings.
IftheemployeewillmakecallsusinganSIPphoneinsteadofcomputer,theoptionConnectSIPphoneshallbesettoOn,andthedatadisplayedshall
beusedforsettinguptheSIPphone.ThePasswordvaluecanbechanged.
Iftheemployeeleavesthecompany,thelinkoftheiraccountwiththeSIPphonewillbedeactivated.Theextensionnumberwillbecomeinactiveand
availableforassignmenttoanotheremployee.AcalltosuchnumberwillbedirectedneitheraccordingtotheCRMrulesnoraccordingtothecallrouting
rules.Nevertheless,theadministratorwillhavetochangetheresponsiblepersoninCRMandremovethepersonwhohasleftthecompanyfromthe
queue.
SIPPhones
WhenplacingcallsusingBitrix24,companyemployeescanusecustomarySIPphones.Theuseofsuchphonesspeedsup ListofverifiedSIP
theworkoftelephonyinthisservice.ItisnecessarytosetupthesedevicesforworkwithBitrix24inordertotake
phones
advantageoftheservice.
Manufacturer Model
IntheuserssettingsafterenablingtheSIPphoneoptionyouwillseetheserveraddress,login,andpassword.Thesedata
mustbeindicatedinthephone.Afterthat,thephoneisregisteredwithtelephonyserversandbecomesreadyforwork. SPA3102
AnySIPphonecanworkinBitrix24.Therearelotsofmodelsofsuchphones,anditisextremelydifficulttotestallof Linksys PAP2T

themwithBitrix24.Thelistoftestedphonesisprovidedontherightpartofthetable.
SPA921
DECTtelephonescanbeconnectedviaSIPgateway(VoIPSIPadapters).TheworkwithLinksysPAP2Tsuccessfullypassed
thetest. GXP
2140
Thereisnoneedforanemployeetobeonlineontheportal,butinthiscasecallcardwillnotbeavailabletothem.
DP715
Also,itispossibletousethetelephonywithsoftphoneswithWindows,iOS,Android:Media5,Zoiper,CSipSimple,and Grandstream
GXP1405
otherOS.
GXP1400
Attention!Supportofsoftphonesisinbetamode,steadyoperationisguaranteedonlywithSIPphones.
GXV3175
DHP
DLink
150S
Cisco SPA303
Gigaset
Siemens
al110
KX_TGP
500
Panasonic
KX
UT113RU
USB
SkypMate
W1DL
Escene ES290
PRO
Jabra
930
Gigaset C610A
Examplesoftelephonesettings
BelowareexamplesforspecificSIPphones.Settingsofothertelephonescanbeestablishedsimilarlytotheseexamples.
iscoSPA303
Settingsaremadeintheadministratormode.
Mandatoryfields:
1. SIPPORTstandard5060.
2. ProxyisaServerfieldvalueintheuserscard.
3. USERID,AUTHIDisaLoginfieldvalueintheuserscard.
4. PasswordisaPasswordfieldvalueintheuserscard.
5. USEAUTHIDintheOnposition.
Exampleofsoftphonesetup
Attention!Supportofsoftphonesisinbetamode,steadyoperationisguaranteedonlywithSIPphones.
Letusconsideranexampleofsoftphonesetup.InstallandruntheJoinsoftwareonaniPhone.Insettings,opentheAccountsmenu.
AddanewaccountandindicatetheconnectiondatafromtheuserscardonBitrix24inthesettingsofsuchaccount:
1. UsersnameandAuth.UsernameisaLoginfieldvalue
2. PasswordisaPasswordfieldvalueintheuserscard
3. DomainisaServerfieldvalue.
Havingsavedthesetting,youwillseeyouraccountinthelistasaregistereddefaultaccount.
AskyourcolleaguetomakeacalltoyourincomingcorporatenumberintegratedwithyourportalonBitrix24.Thecallwillbesuccessfullyforwardedtoour
freshlysetupsoftphone.
Atthesametime,theprocessingoftheinboundcallwillstartonyourcomputer:aclientscardwillopenenablingyoutoaddadeal,editaclientsdata,
makeentriestothenegotiationshistory,etc.
OtherSettings
Thepageforsettinguptelephonyparameters.
Configuredefaultnumbers
Whensettingupusers,thefieldNumberforoutgoingcallsisobligatory.Thisisthenumbertheclientwillseeasoutgoing.Forthesakeofsimplicity,
Defaultnumbercanbeusedforuserssettings.Thisnumberisdisplayedforallusers.Ifnecessary,itcanbechangedtoanothernumberinthesettings
ofaspecificemployee.
Configurecallinterface
Telephonecallscanbesetupasachatdependingontheworkenvironmentandusershabits.ThechatwilllookasfollowsforthesettingCreate
separatechatforeachcall(allinformationforonenumberisinonewindow):
ManageBlackList
Bitrix24permitsyoutoblockunwantedcalls.Forthis,theoptionAutoblockphonenumbersoutsideofficehoursonthepageTelephony>Other
settingsshallbeactivated,andappropriateparametersforthisoptionshallbeset.
Numberblockingispermanentandcannotberemoved.Thatiswhyitisveryimportanttogivetherightmessageontheansweringmachineforduring
hoursoutsideofofficehourstoavoiderroneousblockingofclientsnumbers.Theadministratorwillbenotifiedaboutblockinganumber.
Ifspecifictelephonenumbersofunwantedcallersareknown,theycanbeaddedtotheBlacklist.
OfficePBXSetUp
TheSIPConnectormodulewillpermitconnectinganofficePBXtoBitrix24.Youhavefreeminutesavailablefortestingthefunctionality.Ifyouplanto
useyourPBXforoutboundcalls,youhavetopayforthelicensebyclickingthebuttonPayforoutboundcallmoduleconnection.Theamountoffree
minutesandtheactivelicensetermaredisplayedonthepageBalanceandStatisticsintheTelephonysection.
Inordertomakesurethecallsareprocessedproperly,inadditiontotheBitrix24settings,settinguptheofficePBXandfirewallofyourlocalnetworkwill
benecessary.
OfficePBXsettings
Localnetworksfirewallsettings
ThesetupprocedureforcloudandofficePBXisdifferent.Aspecificbuttonisusedtoseteachone:
SettingsinBitrix24
ClickthebuttonConnectofficePBXandfillintheformfieldsforconnection:
where:
ConnectionnameisanumberthatyouuseforcallsfromyourPBX.
ServerAddressistheIPaddressofyourPBX.
LoginandPasswordPBXaccessdata.
ClickConnect.Thedatawillbesaved,andthesystemwillgototheroutingsettings.
SettingUpanOfficePBX
LetusconsidersettingupanofficePBXusingAsteriskasanexample.ForPBXsettingthedatafromtheblockIncomingcalls:
Creatingtrunk.Thefollowingentrymustbemadeinthefilesip.conf:
[voximplant]
dtmfmode=rfc2833
theninsteadofyouraccount,typethenameofyouraccountintheServerfield(seethefigureabove).
fromdomain=youraccount
type=friend
host=youraccount
thevalueoftheLogin
fromuser=asterisk
username=asterisk
asapasswordvaluethevaluefromthefieldPasswordisused
secret=mypass
insecure=port,invite
Inthisentry,thevaluesmustbechangedonlyfordomain,password,andthenatparameter,whichmustbesettoyes/no,dependingonwhether
youhaveanNATnetworkornot.
Asanexample,belowisasamplesettingwherethedatafromthefigureaboveareused:
[voximplant]
dtmfmode=rfc2833
fromdomain=ip.b2427291386056980.voximplant.com
type=friend
host=ip.b2427291386056980.voximplant.com
fromuser=sip1
username=sip1
secret=e349429f63f7e4d7025fcd32d477ea05
insecure=port,invite
conext=contexinternal
disallow=all
Attention!Priortomoduleversion15.1.3thesettingsofyourOfficePBXused incoming insteadof ip valueintheServerfield(e.g.:

incoming.b2468641386141129.bitrixphone.com ).Youcancontinueusingthisvalue,butthemodulewillworkmuchslower.
ThesettingsareappliedusingthecommandintheAsteriskconsole:
sipreload
SettingupcallsfromAsterisktoVoxImplant.Callsareplacedusingthefollowingcommand,whichmustbeincludedinthefileextensions.conf:
Dial(SIP/voximplant/${EXTEN})
Inthiscase,itwillbesenttoBitrix24asacalltothenumbertowhichithasbeenoriginallyplacedinAsterisk.
ThesettingsareappliedusingthecommandintheAsteriskconsole:
dialplanreload
FirewallSettings
Bydefault,port5060isusedforSIP,andports1000020000areusedformedia(RTP).However,thereisnogeneralrecommendationforthis,because
port5060canbebothTCPandUDP.Itdependsonthecurrentsettingsofthelocalnetwork.
Normally,SIPrequiresthattheoutboundtrafficbepermitted(fromPBX,forexample),andinboundconnectionswillworkautomatically.RTPisusually
usedasUDP(sodatacanstillbetransmittedalthoughpacketsarelost).
TheportsthemselvescanbesetupinthePBXproperties:theportthatisindicatedinthepropertiesmustalsobeopenedinFirewall.
SettingupFreePBX
ThefollowingisanexampleforconfiguringaFreePBXforuseoftelephonywithBitrix24.
ToworkwithFreePBX,allyouhavetocreateinthesettingsis:
1. AtrunkwiththeconfigurationfromBitrix24
2. Anincomingroutethattransferscallstothegiventrunk.
Creatingatrunk
Whencreatingatrunk,thefieldsTrunkNameandOutboundCallerIDarerequired.Thenameofthetrunkmustbe:voximplant.Thenumber
connectedtotheintranetmustbein11digitformat.
Thecodeofthetrunkitself(PEERDetailsfield)isanalogoustothecodeusedinthesettingsoftheSIPconfiguration:
disallow=all
allow=ulaw&alaw
dtmfmode=rfc2833
fromdomain=incoming.*.voximplant.com
type=friend
host=incoming.*.voximplant.com
fromuser=sip*
username=sip*
secret=*
insecute=port,invite
conext=contexinternal
nat=yes
Creatingaroute
Whencreatingaroute,youneedtoenterthetelephonenumberconnectedtotheintranet(theDIDNumberfield)andchoosethepreviouslycreated
trunkvoximplant(theSetDestinationfield).
SettingUpaCloudhostedPBX
TheSIPConnectormodulewillpermitconnectingacloudPBXtoBitrix24.Youhavefreeminutesavailableformakeoutboundcallsinordertotestthe
functionality.IfyouplantouseyourPBXforoutboundcalls,youhavetopayforthelicensebyclickingthebuttonBuythemoduletomakeoutgoing
calls.TheamountoffreeminutesandtheactivelicensetermaredisplayedonthepageBalanceandStatisticsintheTelephonysection.
Inordertomakesurethecallsareprocessedproperly,inadditiontotheBitrix24settings,settingupthefirewallofyourlocalnetworkwillbenecessary.
SettingsinBitrix24
Localnetworksfirewallsettings
IfyouplantousePBXtomakeoutboundcallsyouhavetopayforthelicensebyclickingthebuttonBuythemoduletomakeoutgoingcallsbefore
settingupyourPBX.
ThesetupprocedureforcloudandofficePBXaredifferent.Aspecificbuttonisusedtosetupeachone:
SettingsinBitrix24
ClickthebuttonConnectcloudhostedPBXandfillintheformfieldstoconnect:
where:
ConnectionnameAnarbitrarynameoftheconnection.Thisfieldisoptional.
ServerAddressistheIPaddressofyourPBX.
LoginandPasswordPBXaccessdata.
ClickConnect.Thedatawillbesaved,andthesystemwillgototheroutersettings.
PBXconnectionisnotcompletedinaninstantbutratherundergoesseveralsteps:
Inprocess:Connectionisprocessing.Youwillbeabletoacceptinboundcallsinseveralminutes.
Receivingdata:Dataaboutthecurrentstatusarebeingreceived.Pleasewait.
Error:Anerrorhasoccurredduringtheconnection.Pleasemakesurethattheconnectionparametersyouindicatedarecorrect.
FirewallSettingsintheLocalNetwork
Bydefault,port5060isusedforSIPandports10,00020,000areusedformedia(RTP).However,thereisnouniversalrecommendation,becauseport
5060canbebothTCPandUDP.Itdependsonthecurrentsettingsofthelocalnetwork.
NormallyitisimportantforSIPtohaveoutboundtrafficpermitted(e.g.,fromPBX)andinboundconnectionswillworkautomatically.RTPisnormallyused
asUDP(sothatpacketscanbelostwithoutimpedingdatatransmission).
TheportsthemselvescanbesetupinthePBXproperties:theportsthatareindicatedtheremustalsobeopeninFirewall.
Bitrix24Marketplace
UseBitrix24MarketplacetoaddmoreexcitingfeaturestoyourBitrix24service.Thenewapplicationswillinstallintheblinkofaneyeyouwillnot
needanyspecialknowledgetodothat.
BitrixpartnerscanuploadtheirapplicationstoMarketplace.
InstallingandUpdatingApplications
OnlyyourBitrix24administratorhaspermissiontoinstallapplicationsavailableatBitrix24Marketplace.TheadministratorwillaccessMarketplaceusing
themenuApplications>Marketplace:
Theapplicationcataloghasthefollowingoptions:
allapplicationavailableinMarketplacegroupedbycategory
allapplicationsyoueverinstalledseethePurchasestab
updatesforthecurrentlyinstalledapplicationsifavailable(theUpdatestab).
InstallingApplications
Toinstallarequiredapplication,opentheapplicationdetailspage:
ClickInstall.Thesystemmaypromptyouforpermissiontoperformcertainactionswhileinstalling:
ClickInstalltoallowthesystemtomakechangesandaddtheapplication.Onceinstalled,theapplicationwillbeseenintheIntranetmenu:
UpdatingApplications
Tocheckfornewupdatesfortheapplicationscurrentlyinstalledonyoursystem,usetheUpdatestab(Applications>Marketplace).Ifthereareany
updates,youwillhaveanoptiontoinstallthem.
Wiki
Thewikiformatforstoringinformationhasmorethanproveditselfinthesinglemostusedrepositoryofhumanknowledgeevercreated,Wikipedia.In
business,wikisfunctionintwomainways:asaknowledgebaseandasacollaborationarea.Althoughwikisarenolongeratthecuttingedgeofoffice
software,theyarestillaveryusefultool,astheybringhighlevelfunctionalitywithoutanytechnicalknowledgeneeded.
InBitrix24,eachworkgrouphasawiki.Thus,tocreateaknowledgebasethatisaccessibletoeveryone,usethewikiinapublicgroup.Youcanusethe
rolesingroupsifforanyreasonyouwanttoprovideonlyreadaccessrightstocertainusers.
Generalconsiderations
Wikimakesuseofthefollowingterminology.
Aninternallinkisahyperlinkthatisareferenceornavigationelementinadocumenttoanothersectionofthesamedocumentortoanother
documentthatmaybeonorpartofthesamewebsite.Suchlinksarecommonlyshowninbluecolor.
AredlinksignifiesalinktoapagethatdoesnotexistinWiki.
AnexternallinkisahyperlinktowebpagesoutsidethisWiki.
Wikimarkup(wikitextlanguage)aidstoquicklyoutlinestructuralelementsandhyperlinksinawikipage.
Acategoryunifiessemanticallyanalogouswikipages.Eachpagecanbeboundtomultiplecategories.Nestedcategoriesarepossible.
Tagsareusedtomarkwikipagesforquicknavigation.
Versionisasavedentryinthewikipagehistory.
Currentversionisthemostrecentversionofawikipagevisibletotheusers.
TheWikipagelayout
Acommonwikipagehasthefollowingfunctionalandvisualareas.
1. Thecontexttoolbarfunctions:
Historyshowstheavailableversionsofawikipage
Create:createsanewwikipage
Edit:opensacurrentpageforediting
Delete:deletesacurrentwikipage.Notethatthiswilldeletethewikipagehistoryaswell.Allthelinkstothispageinotherwikipageswill
becomeunavailable(whichmeanstheywillbevisibleasredlinks).
2. Internaland/orExternallinks.
3. Redlinkstononexistingpages.
4. Contentslist:thisblockisaddedautomaticallyifawikipagehasheadings.
5. Headingsofvariouslevels.
6. Categoriestowhichawikipagerelates.
7. Tagsaddedbyawikipageauthor.Tagscannotexistinsocialnetworkwikis.
8. Commentariesleftbyusers.
CreatingaWikipage
Ifauseropensanew,virginWikiwebsite,heorshewillseenothingbutawelcomepage:
Tocreateafirstwikipage,clickCreateonthetoolbar.Thiswillcreateanewpageandopenitinthesimplifiedvisualeditor.
ThesimplifiedvisualeditorhassomespecialWikiorientedcommandsunavailableelsewhereinthesystem.
AddTitle:createsaheadingoftheselectedlevel(1through6).
AddInternalHyperlink:createsahyperlinktoawikipagethatisyettobecreated(thatis,aredlink).Thehyperlinktextandthewikipage
namecanbedifferent.
Note:theLinkfieldshouldcontainthewikipagetitleratherthanthewebpageURL.
Specifycategory:attributesacategorytoawikipagebeingedited.Youcanselectanexistingcategory,orcreateanewone.Awikipagecan
specifymultiplecategories.
YourSignatureandTimeStamp:insertstheauthorsregisterednameandthecurrentdateandtime.
IgnoreWikiFormatting:rendersthetextinthisblockasisusefulforaddingprogrammingcode.
Onceyouhavefinishedtypingthewikipagetext,clickPublish.
Creatingaredlinkedwikigage
Tocreateanewwikipagetowhicharedlinkrefers,justclickthislink.
Note.IfyoucreateanewpageofacertaintitlebyclickingtheCreatebutton,andtherearewikipagescontainingtheredlinkstosuchatitle,these
linkswillberesolvedautomatically.
EditingWikipages.Versionhistory
EditingaWikipage
Toeditawikipage,justclicktheEditbutton.Thecurrentpagewillbeopenedforeditinginthesimplifiedvisualeditor.
Note.ChangingthewikipagetitleaffectsthewikipageURL.Consequently,alltheexistingworkinghyperlinkstosuchapageinotherwikipageswill
becomeredlinks.
Versionhistory
Toviewthecurrentpageversions,clicktheHistorybutton.
Tocompareanytwopreviousversionsofawikipage,selectthemandclickCompareSelectedVersions.
Thepagecomparisonshowsinredthetextmissinginanolderversion,andingreenthetextaddedtoanewerversionofthepage.
Torevertthewikipagetexttoaversioncurrentlybeingviewed,clickthelinkRestoretoCurrent.
Categoriesandtags
Categories
Categorieswereintroducedasoneofthewaystoclassifythewikipages.Acategorycanhavemultiplenestedchildcategories.
CategoriescanbecreatedinthewikipageeditorbyclickingSpecifyCategory.Thewikiengineshowsthewikipagecategoriesafterthewikipagetext
body.TheCategorieslinkitselfisalwaysvisibleevenifapageisnotattributedtoanycategory.Thislinkopensalistofavailablecategories.
Eachcategoryhasacorrespondingwikipage.Ifnosuchpageexists,itisshownasaredlink,justlikeothernonexistingwikipages.Tocreateawikipage
forsuchcategory,clicktheredlinkandthenclickthecreateitnowlinkinthepagetext(ratherthantheCreatebuttononthecontexttoolbar).
Tospecifyaparentcategoryforacurrentone,click Specifycategoryinthecategorypageeditor.
Unlinkingacategory
Unlikemanycanthinkwhentheyfirstseethecategorieseditor,thecategoriespagespecifytheparentcategoriesofacertaincategoryratherthan
childrenentities.
Ifthecategoryhierarchyisincorrectorjustneedsadjustment,youhavetounlinkthecategoriesandthendefinenewdependencies.
Toremoveaparentcategorybinding,openthecategoriespageforeditinganddeletethetext [[Category:_category_name_]] :
Tags
Tagsareusedtosearchwikipagesusingtheconventionalsearchfunctions.
Youcanaddtagstoawikipageinthepageeditor.Forreferencepurposes,thetagselectorshowsthecountofexistingwikipagesthataremarkedwitha
certaintag.
BusinessProcesses
Abusinessprocessistheflowofinformation(ordocuments)byapreviouslydefinedrouteorscheme.Abusinessprocessschemecanspecifyoneinputand
oneormoreoutputpoints.
Forabusinessprocess,itiscommontorunonacertainobjectandaltertheexecutionflowdependingontheobjectstate.Anunderlyingobjectiscalleda
documentwhichcanbeafile(savedinDocumentLibrary),aninformationblockelement,oraCRMitem.
Thefollowingsystemobjectsaresupportedasdocuments:
CommonListitems
DocumentLibraryfiles
CRMitems.
Watchvideo
TypesofBusinessProcesses
ThetwogenerictypesofbusinessprocessesexistinBitrix24:
asequentialbusinessprocesstoperformaseriesofconsecutiveactionsonadocument,fromapredefinedstartpointtoapredefinedendpoint
astatedrivenbusinessprocessnothavingstartandendpointsinstead,theworkflowchangestheprocessstatus.Suchbusinessprocessescan
finishatanystage.
ASequentialBusinessProcess
Thesequentialmodusisgenerallyusedforprocesseshavingapredefinedlimitedlifecycle.Thetypicalexampleiscreationandapprovalofatextdocument.
Anysequentialprocessusuallyincludesseveralactionsbetweenthestartandendpoints.
AStatusDrivenBusinessProcess
Statusdrivenapproachisusedwhenaprocessdoesnothaveadefinitetimeframeandcanrecurorcancycleonthesamestatusduetonatureof
productionorofficestyle.Atypicalschemeforsuchprocessesconsistsofseveralstatuseswhichintheirturnincludeactionsandstatuschangeconditions.
Eachactioninastatusisusuallyafinitesequentialprocesswhosedesignisdefinedbythenatureofactionsperformedoninformationinagivenstatus.
Hence,astatusdrivenbusinessprocessconsolidatesmultiplesequentialprocessestheactivitybetweenwhichisrelayeddependingontheirresult.
SelectingaCorrectBusinessProcessType
Inpractice,anymanagementtaskcanbemodeledusingasequentialaswellasastatusdrivenbusinessprocess.However,animproperlychosenbusiness
processtypemaymaketheresultingmodelandbusinessprocesstemplatesubstantiallyandunreasonablymorecomplicated.
Useasequentialbusinessprocesstomodelasimplesequenceofactions.
Chooseastatusdrivenbusinessprocessifthemodelshowsthatabusinessprocessmayoccurindifferentstatusesalongtheway,anditmaymigrate
fromonestatustoanotheraccordingtotherulesthemodelspecifies.Thiskindofbusinessprocessenablesfullcontroloverthedocumentaccess
permissionsindifferentstatuses.Additionally,youcanspecifyeventsthatwilltriggertheexecutionofchildprocesses.
ThemostcommonbusinessprocessesforhandlingthedocumentsandCRMentitiesareincludedtoBitrix24.
TwostageApproval(SequentialProcess)
Recommendedwhenadocumentrequirespreliminaryexpertevaluationbeforebeingapproved.Duringthefirstprocessstage,a
documentisattestedbyanexpert.Ifanexpertrejectsthedocument,thelatterisreturnedtoanoriginatorforrevision.Otherwise,in
casethedocumentisapproved,itisconveyedforthefinalvotetobepassedbyaselectedgroupofemployeesonthesimplemajority
basis.Ifthefinalvotefails,thedocumentisreturnedforrevision,andtheapprovalprocedurestartsfromthebeginning.
ExpertOpinion(SequentialProcess)
Recommendedforsituationswhenapersonwhoistoapproveorrejectadocumentneedsexpertcommentsonit.Thisprocesscreates
agroupofexpertseachofwhichexpressestheiropiniononthedocument.Then,theopinionsarepassedovertothepersonwho
makesthefinaldecision..
ReadDocument(SequentialProcess)
Recommendedwhenemployeesaretofamiliarizewithadocument.Oninput,theprocesstakesagroupofuserswhoaretobe
notified.Therecipientshaveanoptiontoleavecommentsonthedocument.
SimpleApproval/Vote(SequentialProcess)
Recommendedwhenadecisionistobemadebyasimplemajorityofvotes.Youcanassignthepersonswhosevotesaretobe
obtained,andgivethemanoptiontocommenttheirdecision.Whenvotingcompletes,thepersonsinvolvedareinformedoftheresult.
ApproveDocumentWithStatuses(Process)
Thisoneisusedwhenmutualagreementisrequiredtoapproveadocument.
FirstApproval(SequentialProcess)
Recommendedwhenasingleopinionissufficient.Whenstarting,thebusinessprocesstakesalistofpersonswhoareallowedtomake
adecision.Theprocesscompleteswhenafirstvoteoccurs.
Thetemplatesfortypicalbusinessprocessesarecreatedautomatically.If,however,thetypicalconstructionshavenotbeencreated,thebusinessprocess
templatespagewillshowthenotificationmessage:
ClickCreateStandardBusinessProcesses.Thepagewillreloadshowingthecreatedtemplates.
BusinessProcessDesigner
BusinessProcessDesignerisaspecialtoolenablingtocreateandeditthebusinessprocesstemplates.Thiseditorissosimplethatevenanordinary
employee,notaprogrammer,canuseit.Themainprinciplebehindalltheoperationsauserperformsintheeditorisadragndroptechnologywidelyused
inmodernapplications.Abusinessprocesstemplatecanbecreatedinaspecialvisualeditor.
Thecreated(orexisting)businessprocesstemplatecanberunmanuallyorautomaticallydependingontheparameters.Abusinessprocesscanhave
multipleinstances,eachrunningindependently.Thesystemperformsautomaticscheduling,savesandrestoresthestateofeachinstancekeepsthe
executionlogforeachbusinessprocessinstanceforfurtheranalysis.
VisualModeler
TheVisualModelerisatoolthatisincludedintheBusinessProcessDesigner.Itallowsyoutocreateandedittemplatesforbusinessprocesses.
StartingVisualModeler
TostartVisualModeler,useabuttonoralinktitledBusinessprocessesinthecontextofadocumentforwhichyouwanttouseabusinessprocess.
Forexample,usethefollowingbuttonwithCommonLists:
TheVisualModelerLayout
Thevisualmodelerhasthefollowingfunctionalareas:
thecontexttoolbar(1)
thetemplateconstructorarea
(2)
theactionbar(3)
thecommonbuttons(4)
TheContextToolbar
Thetoolbarcontainsthetemplatecontrolcommands:
TemplateParameters:opensthebusinessprocesssettingsformtosetthebusinessprocesspropertiesandrunparameters
Templates:opensalistofallavailablebusinessprocesstemplates
CreateTemplate:opensapopupmenuinwhichyoucanselectthetypeofanewbusinessprocess:
StateDrivenBusinessProcess:createsacontinuousbusinessprocesswhoseflowdependsonthecompletionstatusofeachchildprocesses
SequentialBusinessProcess:createsasimplebusinessprocesstosetadocumentonaprocessingroute.
Export:savesthecurrentbusinessprocesstemplatetoa.bptfile
Import:loadsabusinessprocesstemplatefroma.bptfile.Theimportedtemplatereplacesthecurrentone.
TheTemplateConstructorArea
Thetemplateconstructorareaisdifferentforsequentialandstatusdrivenbusinessprocesstemplates.
Thefollowinglayoutisusedwithstatusdriventemplates:
Becauseastatusdrivenschemeisconstitutedbymultiplesequentialprocesses,anindividualeditorisusedtomodifyeachofthesubprocessesofa
statusdriventemplate.
Forasequentialbusinessprocess,theeditorincludesaselectionofthebusinessprocessactivities:
Toaddarequiredactivitytothebusinessprocess,simplydragitfromthelisttowhereyouwanttoinsertthenewitem:
Alternatively,youcanclickthearrowtoopenamenuwiththeselectionofactivities.Onceyouhaveselectedanactivityfromthemenu,itwillbe
insertedwhereyouclicked:
Click todeleteanactivity.Click toedittheactivityparameters.
Ifyourtemplateusesalotofactivities,usethecollapsebuttontosavespace:
TheActionBar
Thevisualmodeleractionbarcontainsshortcutstobusinessprocesselements.Youcandragndropthemtoyourbusinessprocesstemplate.
DocumentProcessing
Approve
Submitsthedocument,onwhichagivenbusinessprocessisrunning,forapproval.
Document
CreateNew
Createsanewdocumentorotherelementinthecontextofagivenbusinessprocess.
Document
Delete
Deletesadocumentonwhichagivenbusinessprocessisrunning.
Document
Makesthebusinessprocesssdocumentinaccessiblebyotherprocesses.
Lock
Document
Note:thelockisforprocesses,notusers.Anyuserwithsufficientpermissioncaneditthelockeddocument(element).
Publish
Thisactionpublishesthebusinessprocesssdocumentsoitbecomesvisibletothesiteusers.
Document
Additional Showsaformallowingausertoprovideinformationrequiredbythebusinessprocess.
information
Readthe Issuesatasktotheusersspecifiedintheactionpropertiestoreadthebusinessprocesssdocument.Tracksstatisticsontheshare
Document ofthosewhoactuallyreadthedocument.
Createsacopyofthebusinessprocesssdocumentinthestatethelatterisatthetimeofactionexecution.Thecopynamecanbe
Savehistory
assignedautomaticallyusingthespecifiednamingsettings.
Modify
Thisactioncanbeusedtoeditanyparameterorcontentsofthedocumentinunattendedmode.
Document
Unlock
Removestheexclusiveaccessmarkfromthedocument.
Document
Revoke
Removesthedocumentfromthesitesoitisnolongervisibletothesiteusers.
Document
Createnew
AddsanewCRMcontact.
contact
Createnew
CreatesanewCRMcompany.
company
Createnew
CreatesanewCRMlead.
lead
AddCRM
CreatesaneweventintheCRM.
event
Createnew
CreatesanewdealintheCRM.
deal
Constractions
ThisactionallowsthestatusofaBusinessProcesstobechanges.NotethatthisisavalidactionONLYinstatedrivenBusiness
SetState
Processes.
Waitforevent Thisactionsuspendsthebusinessprocessuntilanactionoccursonthesideoftheselecteduserorsystem.
Condition Changesthedirectionofthebusinessprocessflowdependingonthespecifiedcondition.
Listeningfor Waitsforoneofthespecifiedeventstooccurandthenchangesthedirectionofthebusinessprocessflowdependingonwhich
parallelevent eventisfired.
Parallel
Runsmultiplevariantsofthebusinessprocessflowsimultaneously.
Execution
Whileloop Makestheactionsinsidethelooptorepeatuntiltheloopconditionchanges.
Interactivesettings
User
Sendsanotificationtoauserviatheinternalmessenger.Iftheuserisoffline,themessagewillbesentbyemail.
notification
Email
Sendstheeventnotificationtotheemailaddressspecifiedintheactionparameter.
Message
SocialNetwork
Sendsanotificationtothespecifiedsocialnetworkuser.
Message
Task Createsanewtask.
Calendar Placesaneventinaspecifieduserspersonalcalendar.
SetState Thisactionletsyouchangethestatusofadocument.Documentstatusesarevisibleinthegeneraldocumentlist(library),sothis
name functionallowsaconvenientviewofthedocumentsprogresswhiletheBusinessProcessisrunning.
AbsenceChart PlacesaneventintheAbsenceChart.
Other
PHPCode ExecutesthespecifiedPHPinstructions.
Thisactionaddsanentryinthelogofagivenrecord.
Logentry Thelogrecordisconvenienttouse,forexample,whentroubleshootingabusinessprocess,sinceyoucansavedataatanygiven
step.
Anactionblockisusedtogroupactionsintoasingleblock,whichcanthenbeminimizedvisuallytomaketheworkspacemore
Actionblock
comfortable.
Pause
Suspendsthebusinessprocessforthespecifiedamountoftime.
execution
Set
Assignstheaccesspermissionstothedocument.
Permissions
SetVariables Setsthevaluesofthebusinessprocesstemplatevariables.
Select
Thisprocessallowsautomatedselectionofanemployeesothatthatemployeecanbeinsertedinfurtherstepsoftheprocess.
Employee
Terminate
business ThisactionendstheBusinessProcess.
process
TheCommonButtons
Forasequentialbusinessprocess,themeaningofthebuttonsisquitestraightforward:youcanSavethetemplategoingbacktothetemplateslist
ApplythechangesmadewhilestayinginthevisualmodelerorCancelthechangesandreverttothetemplateslist.
However,incaseofastatusdrivenbusinessprocess,onlytheBackToStatesbuttonisavailablewhich,whenclicked,opensthetemplatescheme
whereyoucansaveyourchanges:
BusinessProcessTemplates
Abusinessprocesstemplateisinfactaschemedescribingtheflowofinformation,decisionsandentitiesvisuallyrepresentedbytheblockdiagram.Whena
businessprocessisstarted,thecreatorpassestheinitialparameterstothebusinessprocessiftheyarerequired.
Creatingabusinessprocesstemplateincludesthetwostages:
definingthebusinessprocesstemplateparameters
designingatemplatediagramtooutlinethebusinessprocesslogicandexecutionflow.
SettingtheTemplateParameters
Thebusinessprocesstemplateparametersformincludesthefollowingtabs:General,Parameters,VariablesandAccess.
General
TheGeneraltab,amongthefieldscommonformostoftheobjects(NameandDescription)includestheoptionscontrollingthewaytheprocessisstarted.
Abusinessprocesscanbestartedwhenadocumentiscreated(Whenaddedischecked)and/ormodified(Whenchangedischecked).Notethatthe
businessprocesscanbeonlystartedmanuallyifyouuncheckbothoptions.
Parameters
Beingastandaloneserviceroutineisrareforabusinessprocess.Usually,abusinessprocessrequiresstartupparameterslikedocumentsonwhichthey
willrun.Tomakeyourbusinessprocessawareoftheinputentitiestooperateupon,clicktheParameterstab.
ClickAddParameterandfillinthefields:
IDisthesymbolicidentifiertobeassociatedwiththisparameter
typeanymeaningfulNameandDescriptionyoufindappropriate
selectthedataTypeforthestartupparameter
specifywhethertheparameterisRequiredtobesetwhenrunningthebusinessprocess
Multiple:thisoptionallowstogiveoneparameterasmanyvaluesasrequired
providethedefaultvaluethatwillbeusediftheparameterismissing.
Note:somedatatypesallowtoselectthedefaultvaluebyclicking[...]buttonwhichopenstheInsertValueform.
Havingprovidedtheparameterdata,clickOKtosaveandreturntotheparametersform:
Variables
Thevariablesaretemporarystoragefordatausedbythebusinessprocess.Thevariablevaluesexistwhiletheprocessisrunning.Oncetheprocessis
completed,thevariablesarenolongeravailable.
TheVariablestaballowstoaddsuch"variables"toabusinessprocess:
Justlikewiththeparameters,clickAddVariabletocreatevariablesforyourbusinessprocess.
Access
Toavoidmessandmisuse,remembertogiveuserstheproperpermissiontoaccessthebusinessprocess.Youcanusethevariableshere:
Finally,clickSave.
CreatingaSequentialBusinessProcessTemplate
Forasequentialbusinessprocesstemplate,thevisualmodeleropensassoonasyouhavespecifiedandsavedtheparameters:
Toconstructatemplate,justdragndroptherequiredactionstothedesignareaandconfiguretheirparameters:
Toconfiguretheactionparameters,clickthe button.ConsiderthefollowingexampleoftheEmailEventaction:
Fillintherequiredfields.Usetheellipsisbuttons(...)toinsertmacrosusingtheInsertValueform.
Thisdialogboxcanbeusedtoinsertvaluesofthefollowinggroups(thegroupsdependonthefield):
TemplateParameterscontainsvaluesoftheparametersassignedtothebusinessprocesstemplate
Variablescontainsvaluesofthevariablesassignedtothebusinessprocesstemplate
DocumentFieldsinsertsthevalueofafieldofthedocumentonwhichthebusinessprocessisrunning.Forexample:CreatedonorCreatedby.
AdditionalResultsshowsreturnvaluesofotheractionsinthebusinessprocesstemplate
Usersinsertstheusers(orusergroups)privytothebusinessprocess.
Toinsertavalue,clickthegroupinwhichtherequiredvalueispresumedtobe,selectthevalueandclickInsert.
Onceyouaredoneconstructingyourbusinessprocesstemplate,saveit.Thetemplatewillshowupinthetemplatessummaryform.
CreatingaStatusDrivenBusinessProcessTemplate
Astatusdrivenbusinessprocessisakindofextension,ormetaentitytosequentialbusinessprocessesmeaningitcontainsmultiplestatuseseachof
whichisanindividualsequentialbusinessprocess.WhenastatusdrivenBPisrunning,itflowsfromstatustostatusaccordingtotherules,theconditions
definedbyadesignerandtheresultofexecutionoftheunderlyingsequentialbusinessprocesses.
Onceyouhaveconfiguredthebusinessprocesstemplateparameters,youcanstartbuildingthebusinessprocess.Ingeneral,itrequiresthatyou:
createstatuses
linkthestatusesaccordingtologic
createasequentialbusinessprocessinsideeachofthestatuses
setaccesspermissions.
CreatingtheStatuses
Tocreateanewstatus,clickAddStateonthebusinessprocesstemplatedesignpage:
Important!Abusinessprocessalwaysbeginsexecutionstartingfromtheveryfirststatusyoucreate.Pleasekeepthatinmind.Youwillnotbeable
tochangetheinitialstatuslater.
Hereyouhavetonamethestatusandspecifytheaccesspermissiontoassigntoadocument(anunderlyingobjectonwhichthebusinessprocess
operates)whenitisinthisstatus:
Note:fortheorganizationalbusinessprocesses,youcanalsoassignthebusinessprocessmanagementpermission.
Savethestatus.Createotherstatusesasrequiredbythedesignofyourbusinessprocess.Forexample,yourtemplatemightneedthefollowingtypical
statuses:
AddingActionsandLinkingtheStatuses
Onceyouhavecreatedthestatuses,youhavetocreateoperationsandactionstobeperformedwhentheprocessflowisineachofthestatuses.Onceyou
createanaction,thestatuswillbecomeconnectedtoanotherstatusautomaticallydependingontheresultstatusspecifiedintheaction.
Astatuscanhaveoneormoreactions,eachexecutingconsequentlyfromtoptobottomasseeninthestatusblock,andeachactioncanhavedifferent
resultstatus(seetheexamplebelow).Thefollowingactionsarepossible.
Command:thiscommandaddsacommand(i.e.anindividualbusinessprocess)toberunwhenthe
processflowisinthisstatus.
DelayExecution:addsa"ExecutionPause"handlertodeferexecutionofthenextactionforthespecified
time.
StatusEntryHandlerthiscommandallowstosetabusinessprocessthatwillberunjustbeforetheflow
entersthisstate.
StatusExitHandler:sameasStatusEntryHandler,butsetsabusinessprocessthatwillberunjust
beforetheflowexitsthisstate.
ConsideraddingthefollowingcommandtotheDraftstatus.SelecttheCommanditeminthestatuspopupmenu.Thiswillopenthecommand
parametersdialogbox:
Enterthecommandnameandselecttheuserswhomyouwanttoallowtoexecutethiscommand.Ifadocumentistochangethestatusuponthe
commandcompletion,selecttherequirednewstatusinthedroplist.Notethatthislistcontainsthestatusesthatarealreadypresentinthebusiness
processtemplatescheme.
Savethecommand.Thiswillcreatetheactionandtheconnectionbetweenthestatuses:thisoneandtheoneselectedinthedroplist:
Sinceacommandisabusinessprocess,itneedstobecreated.Clickthecommandnametoopenthevisualmodeler:
Asyoucansee,thebusinessprocessschemealreadyhastheSetStateactionbecausethecommandproducesstatuschange.Nowallyouhavetodois
addmoreactionsasrequired.ThebusinessprocessschemeconstructionhasbeendiscussedinCreatingaSequentialBusinessProcessTemplate.
Onceyouaredonecreatingthesubprocess,returntothemainbusinessprocessbyclickingBacktoStates.
Repeatthesestepstoaddactionstoeachofthebusinessprocessstatuses.
UsingtheTemplateParameters
Ifabusinessprocessmaysendamessagetoanemployeewhilerunning,itisausabilityrequirementthatauserinitiatingtheprocesshaveanopportunity
toexplicitlyspecifytherecipientemailaddress.Seehowthisfunctionalityisimplementedinthestandardbusinessprocess:ReadDocument.
AspecialparameterwascreatedusingtheTemplateParametersdialogbox,ontheParameterstab:
ThecreatedcustomparameterwasspecifiedinEMailMessageaction,intheRecipientfield:
Asaresult,auserwillbepromptedtoprovideextraparameterseachtimeitisstarted:
ExportandImport
Tomigrateabusinessprocesstemplatetoanotherproject,usethecommandsavailableontheVisualModelertoolbar.
You'llneedadministrativepermissionstoexportabusinessprocesstemplate.
Noticethatyou'llhavetocreatethesamedocumenttypes(informationblocks,listsetc.)usedbythebusinessprocessesinthesourceprojectonthe
destinationsystem.
Attention!Neverattempttomigrateabusinessprocesstemplateacrossdifferentdocumenttypes.Forexample,youcannotexportatemplatefrom
CRMforfurtherusewithlists.
Actions
Asequentialbusinessprocessisbuiltbasedonasetofactions.Eachactionperformsacertainfunctionandhasitsownparameters.
Attention!Asetofactionsdependsonthemodulesthatareinstalledinthesystem.
SettingupActionParameters
Actionparametersaresetupintherelevantformretrievedbydoubleclickingtheactionheadingorusingthebutton locatedonit.
GeneralIndicationsforMostActions
ThefieldTitlepermitssettingupanactionheadertobedisplayedinthevisualdesigner.
Note:Differentheadersshouldbesetforthesameactions.Itwillmakefurtherworkwiththeprocesseasier.
Example:AdditionalresultsintheformInsertvaluearegroupedpreciselybyactionheaders.
[Id]alinkpermittingtoview/changetheuniqueIDoftheaction.Forexample,itcanbeusedtoviewthehistoryofthebusinessprocess
executionintheadministrativepartofthesite.
ThefieldadmitsonlyLatinletters,numbers,andtheunderscorecharacter.
User/groupselectionfields.Theusercanbeindicatedmanually.JusttypetheusersIDinthefieldinbrackets,e.g. [1] .Foragroupofusers,no

bracketsareneeded.
ThefieldsAssignmentdescriptionpermitusingthefollowingbbcodetags: [img] , [url] , [b] , [i] , [s] , [u] .
Thetag [url] canbealsobeusedinnotices,e.g.inthefieldNotificationtextoftheactionUsernotification.
Relatedinfo:
CreatingOwnActivities
DocumentProcessing
Thegroupcontainsactionsconnectedwithdocumentprocessingstages.
ApproveDocument
Thisactionpermitsyoutoapproveadocumentforwhichabusinessprocesswaslaunched.Dependingontheresult(approvedornot),twooptionsfor
furtheractionsarepossible.
Note:Thebusinessprocesswillbesettopending(suspended)untilanyuserfromthoseindicatedperformsthetask(approvesorrejectsthe
request)oruntilthetimelimitexpires(seetheoptionTimelimit).
ActionParameters
Approvingvotershere,theapprovingusersshouldbeindicated.
Approvaltypeaprincipletobeusedbytheusersindicatedaboveshallbeselected:
AllPersonsallusersindicatedabovemustapprovethedocument
AnyPersonanyuserfromthoseindicatedabovemustapprovethedocument
Voteapprovaliseffectedbytheusersindicatedaboveviaavotingprocedure.
FortheoptionVotethefieldsMinimumpercentageofparticipatingusersrequiredforacceptanceareavailableandWaitfor
responsesfromallparticipants.
ThelastfieldcanbeusedforautomationsubmittingthevaluesYorNtoit.Iftheoptionyesisselected,theactionwillwaituntilallthe
employeesindicatedabovevote.Iftheoptionnoisselected,theactionwillwaituntiltheindicatedpercentageofvotesisachieved.
Assignmentnamethenameofthetaskrelatedtothedocumentapprovalissetfortheusersindicated.Itwillbedisplayedintheinterfaceforthe
users.
Assignmentdescriptionadescriptionorexplanationtothetask.Thecontentsofthisfieldwillbedisplayedontheinterfacefortheusers.Thisfield
shouldcontaincompleteinformationabouttheactiontobeperformedbytheuser.Itwillhelptoavoidconfusionincaseofseveralsimilaractions.
SetStatusMessagepermitschangingthetextofthedocumentstatustoanarbitrarytext.Itmay,forexample,permityoutomonitortheprogressof
abusinessprocess.
StatusTextastatustextissetup.
Thefollowingmodifierscanbeusedinthestatustext: #PERCENT# percent, #VOTED# personsinformed, #TOTAL# totalnumberofpersonstobe
informed, #APPROVERS# listofthosewhoapprovedthedocument, #REJECTERS# listofthosewhorejectedthedocument.
AcceptbuttontextandRejectbuttontextpermitsindicatingowntextfortherelevantbuttons.
Showcommentinputfieldthisoptionmakesitpossibletopermitusersleavingtheirowncommentstotheassignedtask.Forexample,any
commentsregardingthedocumenttobeapproved.Thecontentsofthefieldcanbeobtainedafterexecutingtheactionusingtherelevantoptioninthe
formInsertvalueAdditionalresults(seebelow).
Commentinputfieldlabelacaptionforthefieldwithacomment.
Timelimitatimeperiodcanbesetupsothatifthedocumentisnotapprovedorrejectedbeforethetimeperiodexpires,thedocumentwillbe
automaticallyrejected.Anemptyvalueor0meanstheabsenceofsuchatimeperiod.
ActionResults
TheresultsofthisactioncanbeobtainedusingtheformInsertvalueAdditionalresultswheretheywillbeavailableimmediatelyafteraddingthe
actiontothetemplate.
Thefollowingisavailable:
Comment
Howmanypersonshavevoted
Howmanypersonsaretovote
Percentageofthosewhovoted
Percentageofthosewhoapprovedthedocument
Percentageofthosewhorejectedthedocument
Thenumberofthosewhoapproved
Thenumberofthosewhorejected
Thelastpersonwhovoted
Theuserswhoapproved
Theuserswhorejected
Automaticrejectionthefieldwillcontain 1 ifthedocumentwasautomaticallyrejected(seeTimelimit).
Publishingoncontrolledsites
Thisactionpermitsyoutopublishtheinfoblockelementinthesitesconnected.
Note:ThisactionisrelatedtothemoduleSiteControllerseethearticleSiteControllertolearnmoreaboutthemoduleoperation.
ActionParameters
Typeofsiteselectionhere,itcanbeindicatedonwhichsitesaninfoblockelementwillbeposted
Allsites
Sitesfromspecifiedgroups
Selectedsitesfromonegroup.
Synchronizeelements
Immediatelytheelementswillbesynchronizedimmediately
Usingremoteclienttaskssynchronizationwillbeperformedusingtasks.
Createnewcompany
ThisactionissimilartotheactionsinthepublicpartofCRMwhencreatinganewcompany.
Createnewcontact
ThisactionissimilartotheactionsinthepublicpartofCRMwhencreatinganewcontact.
Createnewdeal
ThisactionissimilartotheactionsinthepublicpartofCRMwhencreatinganewtransaction.
Createnewlead
ThisactionissimilartotheactionsinthepublicpartofCRMwhencreatinganewlead.
NewDocument
Thisactionpermitsyoutocreateanewdocumentwithpresetparameters.
ActionParameters
Thefieldsmayvarydependingonthedocumenttype.
E.g.,anewinfoblockelementwillbecreatedasadocumentforabusinessprocessininfoblocks.Accordingly,fieldsintheactionparametersetupformwill
besimilartothefieldsintheinfoblockelementcreationformforaspecifictypeofinfoblock.
AddCRMevent
ThisactionpermitsyoutocreateanevententryinCRM.
ThisactionisexecutedonlyinthebusinessprocessesworkinginCRM.
DeleteDocument
Thisactiondeletesthedocumentforwhichthebusinessprocessislaunched.
LockDocument
Thisactionpermitsyoutolockadocumentagainsttheactionsofotherbusinessprocesses.
Thedocumentislockedforactionsofotherprocessesandnotusers.Anotheruser,providedthattheyhavetherightstoedit,willbeabletoeditthe
document.
Note:Donotforgettounlockthedocumentaftercompletingallthenecessaryoperationsusingtherelevantaction.
Note:Apossibilityoflockingdependsonthedocumenttype.
PublishDocument
Thisactionpublishesthedocumentandchangesitsstatustopublished.
Note:Thepossibilityofpublishingdependsonthedocumenttype.
AdditionalInformation
Thisactioncreatesanassignmentduringwhichtheuserwillberequestedtoprovideadditionalinformationnecessarytoperformabusinessprocess.
ActionParameters
Employeestoprovideadditionalinformationoneoftheusersindicated(thefirstpersontoproceedwithperformance)mustprovideadditional
information.
Inotherwords,thetaskwillbeavailabletoallusersindicateduntilanyofthemstartsperformingit.Afterthatitwillbeautomaticallycanceledforall
remainingemployees.
Assignmentnamethenameofthetaskonfillinginadditionalinformationwhichtobeassignedtotheindicatedusers.Itwillbedisplayedontheuser
interface.
Assignmentdescriptionadescriptionorcommentstothetaskareindicated.Thecontentsofthisfieldwillbedisplayedontheuserinterface.Itis
recommendedtoindicatecompleteinformationinthisfieldabouttheactiontobeperformedbytheuser.Itwillhelptoavoidconfusionincaseofseveral
similaractions.
Assignmentbuttonlabelpermitssettingowntextfortherelevantbutton.
Showcommentinputfieldthisoptionmakesitpossibletopermituserstoleavetheirowncommentstotheassignedtask.Forexample,any
commentsregardingthedocumenttobeapproved.Thecontentsofthefieldcanbeobtainedafterexecutingtheactionusingtherelevantoptioninthe
formInsertvalueAdditionalresults(seebelow).
Setstatusmessagepermitschangingdocumentstatustexttoanarbitrary.Itmay,forexample,permityoutomonitortheprogressofabusiness
process.
Statustextastatustextissetup.
ThesectionFieldspermitsaddingownfieldswhichtheuserswillhavetocompleteduringtaskperformance.
ThecontentsoffieldsafterthecompletionoftheactioncanbeobtainedintheformInsertvalueVariables.
Variables
ThecontentsofadditionalfieldscreatedintheFieldsectioncanbeobtainedinthesection.
ActionResults
TheresultsofthisactioncanbeobtainedusingtheformInsertvalueVariableswheretheywillbeavailableimmediatelyafteraddingtheactiontothe
template.
Comment.
Readdocument
Thisactionpermitsyoutocreateataskforselectedusersconsistinginreadingthedocumentwithanoptiontoleaveacommenttoit.Duringtask
performance,thepercentageofthosewhohavereadthedocumentiscalculated.
ActionParameters
Reviewerstheuserswhomustreadthedocumentareindicated.
Assignmentnamethenameofthedocumentreadingtaskissethere.Itwillbedisplayedontheuserinterface.
Assignmentdescriptionadescriptionorcommentstothetaskareindicated.Thecontentsofthisfieldwillbedisplayedontheuserinterface.Itis
recommendedtoindicatecompleteinformationinthisfieldabouttheactiontobeperformedbytheuser.Itwillhelpyoutoavoidconfusionincaseof
severalsimilaractions.
Requirereadingby
AllEmployeesthetaskwillnotbecompleteduntilalltheusersindicatedabovehavereadthedocument
AnyEmployeeanyuserfromthoseindicatedabovemustreadthedocument.
SetStatusTextpermitschangingthedocumentstatustexttoanarbitrary.Itmay,forexample,permityoutomonitortheprogressofabusiness
process.
StatusTextastatustextissetup.
Thefollowingmodifierscanbeusedinthestatustext: #PERCENT# percent, #REVIEWED# personsinformed, #TOTAL# totalnumberofpersonsto
beinformed, #REVIEWERS# whohasreadthedocument.
Assignmentbuttonlabelpermitssettingowntextfortherelevantbutton.
Showcommentinputfieldthisoptionmakesitpossibletopermitusersleavingtheirowncommentstotheassignedtask.Forexample,any
commentsregardingthetask.ThecontentsofthefieldcanbeobtainedafterexecutingtheactionusingtherelevantoptionintheformInsertvalue
Additionalresults(seebelow).
Timelimitatimeperiodcanbesetupsothatiftheusershavenotreadthedocumentbeforethetimeperiodexpires,thereadingtaskwillbe
automaticallycompleted.Anemptyvalueor0meanstheabsenceofsuchatimeperiod.
ActionResults
Comment
PersonsRead
PersonsToRead
AutoExaminationthefieldwillcontain1ifthereadingtaskwascompletedautomatically(seeTimelimit).
SaveHistory
Thisactionpermitsyoutocreateacopyofthedocumentwiththechangesmadeasofthetimeoflaunchingtheaction.Automaticcopynamewith
parametersettingsisavailable.
ActionParameters
NameofEntryinHistoryindicatesthenameofthedocumentversionunderwhichitwillbesavedinhistory.Itwillhelptodifferentiateitfromother
versions.
Leavethefieldemptytoobtainthenamefromthedocument.
ModifyDocument
Thisactionpermitsyoutochangeanyparameter(field)ofthedocumentinautomaticmode.
ActionParameters
ThelinkAddConditionpermitsyoutoaddtotheformanotherdocumentparameterthatistobechangedbytheaction.
ThelinkAddFieldpermitsaddingownnewparameterdirectlytothedocument.Theseactionswillleadtocreatingnewpropertiesofthedocument.
UnlockDocument
Thisactionwillunlockthedocumentforotherbusinessprocesses.
Note:Ifthedocumentisnotunlockeditwillbeunavailableforotheractionsofthebusinessprocess.
RevokeDocument
Thisactionremovesthedocumentfrompublishing.
ItistheoppositeoftheactionPublishDocument.
Constructions
Thegroupcontainsmanagingstructures.
WaitforEvent
Thisactionsexecutiondependsontheusers.Specificcontrolelementwillbecreatedforthem.
Note:Thecommandinterruptsabusinessprocesspendingtheusersaction.
Thetypeandaspectofthecontrolelementdependsonthedocumentandplacewherethebusinessprocesswaslaunched.Anadditionaloptioninthe
actionsmenuofthebusinessprocessmaybeanexampleofsuchacontrolelement.
Anexampleofuseoftheaction:changeintheprogressofabusinessprocessinthestructureListeningforParallelEventdependingonthecommand
chosenbytheuser.
Thecommandmayalsobeusedseparately,butinthiscasetheusermustbenotified,forexamplethroughtheUsernotificationfunctionwhereinthe
userhastoexecutethiscommand.
ActionParameters
Theeventcanbesentbypermitslimitingacircleofusersforwhomthiscommandisavailable.
ActionResults
Userwhosentthecommand.
AShortExampleofUsingtheAction
Inthisexample,havingperformedtheactionblock,thebusinessprocesswillstopandwaitfortheusertodecidewhichbranchtheeventswillfollow.
Condition
Thestructurepermitsyoutodirectabusinessprocessaccordingtodifferentscenariosdependingonpresetconditions.
Theconditionsarecheckedfromlefttoright.Ifaconditionismet,theactionslocatedinthebranchbelowwillbeexecuted.Ifaconditionisnotmet,the
conditionlocatedtotherightwillbechecked,andsoforthuntiloneoftheconditionsismet.
ConditionTypePHPCode
Thecodeisindicatedasacondition.
IftheindicatedPHPcodereturnsthevalue true ,thebranchofactionsbelowsuchaconditionwillbeexecutedif false isreturned,thenextcondition

willbechecked.
Note:OnlyauserwithadministratorsrightscansetaPHPcode.
Attention!OnlyaPHPcodecanbeusedforthistypeofcondition.Theparametersofthetype {=Variable:Variable2_printable} arenot

supported.
Thecodeexecutedintheconditionmustalsoresultinalogicalexpression( true or false ).
ConditionTypeDocumentField
Thisactionbranchoftheconditionwillbeexecutediftheparametersrelatedtothedocumentfieldscoincide.
ConditionTypeVariableValue
Thisactionbranchoftheconditionwillbeexecutediftheparametersrelatedtobusinessprocessvariablescoincide.
Note:Thevaluesofbothvariablesandtemplateparameterscanbeusedinthistype.
ConditionTypeTRUE
Thisactionbranchwillbeexecutedimmediately.Thisconditionisalwaysmet.
Attention!Ifnoconditionismet,thebusinessprocesswillcontinueexecutingtheactionslocatedundertheConditionstructure.Inotherwords,it
will'skip'thestructure.
ListeningforParallelEvent
Thisstructurepermitsyoutodirectabusinessprocessaccordingtodifferentscenariosdependingonwhicheventoccursearlier.
Inordertochoosetheactionbranch,thisstructuremustusetheactionsWaitforEventorPauseExecutionfirst.
Inotherwords,theactionthatoccursearlierinanybranchwillresultintheexecutionofthechainbelowsuchanaction.
ThisactionPauseExecutionpermitsyoutoresumeabusinessprocessinacertaintimeincasenocommandisexecuted.Otherwise,thebusiness
processwilljuststopandwaitforexecutionofanycommandinsidethestructure.
ParallelExecution
Thisisthestructurethatpermitsexecutingtheparallelscenariosofabusinessprocess.
Ifanybranchinsidethestructureisnotexecuted,thebusinessprocesswillstopandwaitforitsexecution.
Exampleofapplication:parallelreviewofadocumentbydifferentgroupsofusers.
Status
Thisactionpermitsyoutochangethestatusofabusinessprocess.Thisactionisavailablesolelyforthebusinessprocesseswithstatuses.
Note:Onlystatusescreatedbeforehandareavailableintheactionparameters.
PleaseseethechapterCreatingaStatusDrivenBusinessProcessTemplateformoredetailsabouttheuseoftheaction.
WhileLoop
Thestructureexecutesitssubactionssofarasagivenconditionismet.
Inotherwords,thecycleworkssofarastheconditionisvalid( true ),otherwise( false )theloopisterminated.
ConditionTypePHPCode
Codeisindicatedasacondition.
IftheindicatedPHPcodereturnsthevalue true ,theloopwillcontinueoperatingif false isreturned,theloopwillbeterminated.
Note:OnlyauserwithadministratorsrightscansetthePHPcode.
ConditionTypeDocumentField
Theloopwillcontinueoperatingsolongastheparametersrelatedtothedocumentfieldscoincide.
ConditionTypeVariableValue
Theloopwillcontinueoperatingsofarasparametersrelatedtovariablesofthebusinessprocesscoincide.
Note:Thevaluesofbothvariablesandtemplateparameterscanbeusedinthistype.
ConditionTypeTRUE
Note!Inthiscase,theloopwillalwaysbeexecuted!
InteractiveSettings
Thegroupcontainsallthetypesofeventnotices.
AbsenceChart
Thisactionpermitsyoutoaddaneventtotheabsencechart.
Note:ThisactionrelatestoBitrix24andoperatesonlywiththisproduct.
ActionParameters
Sincethemeaningofmostfieldsisclearfromtheirnames,theirdescriptionisomitted.
Userspecifiestheuserforwhomaneventwillbeenteredintotheabsencechart.
Calendar
Thisactionpermitsyoutoaddaneventtothecalendar.
Note:ThisactionisoutdatedandusedonlywithanolderversionofcalendarswheretheEventCalendarmoduleisnotused.
Forthecurrentversionofthecalendar,theCalendarEventactionshouldbeused.
ActionParameters
Userspecifiestheuserforwhomaneventwillbeenteredintothecalendar.
Calendarevent
Thisactionpermitsyoutoaddaneventtothecalendar(usedfortheEventCalendarmodule).
ActionParameters
Calendartype(optional)setsthetypeofthecalendarwheretheeventwillbecreated.Availabletypesofcalendarscanbeseeninmodulesettings
(ControlPanel>Settings>Systemsettings>Modulesettings>EventCalendar>CalendarTypes).
Note:Thereisnoneedtospecifytheusertypewhencreatinganeventintheuserspersonalcalendarsincewhenthefieldisemptytheeventwill
becreatedexactlyinthiscalendarbydefault.
CalendarownerID(optional)calendarownersIDisindicated.
Ifaneventiscreatedinthegroupscalendar,thegroupsidentifiershouldbeindicated(seetheexamplebelow).
Note:ThisfieldmakessenseonlyiftheCalendartypeisnotequaltouser.
Userspecifiestheuserforwhomaneventwillbeenteredintothecalendar.
Example:
Inordertocreateaneventinthegroup(which,forexample,hasanaddresshttp://site_domen/workgroups/group/5/),thefollowingfieldsmustbe
completedinadditiontothemainfields:
Calendartype(optional): group
CalendarownersID(optional): 5
Usernotification
Thisactionpermitsyoutosendmessagestothesite/XMPP/email.
IftheuserusesXMPP,themessagewillbereceivedthere.Otherwise,itwillbesenttothesiteasanotification(providedthattheuserisauthorized
there).Iftheuserisnotauthorizedonthesite,themessagewillbeadditionallysentbyemail.
ActionParameters
NotificationtextsetsthemessagetexttobedisplayedasanotificationonthesiteiftheuserdoesnotuseXMPP.
BBCodeformatting( [img] , [url] , [b] , [i] , [s] , [u] , [url] )isavailableforthetext.
Notificationtextforemail/jabbersetsthemessagetextforemail/XMPPtobesentiftheuserisnotauthorizedonthesite.Thetextofthemessage
canbeeitherdifferentfromthesitenotificationtextorthesameinwhichcasethefieldshouldbeleftblank.
Notificationtypepermitsyoutoindicatefromwhomthemessageisreceived:fromaspecificperson(Personalizednotification)orfromthesystem
(Systemnotification).
Emailmessage
Thisactionpermitsyoutosendaneventnotificationtotheemailindicatedintheactionsettings.
ActionParameters
MessageTypeindicateshowthemessagewillbesentasatextorusinghtml.
Encodingsetstheencodingofthemessagetobesent.
Messagesendmodesetsthewayofsendingthemessage:
Directsendingthemessagewillbesentimmediately
SendusingMailSubsystemthemessagewillbesentusingtheembeddedmailsystem.Thesendingcanbepostponed.
Messagetemplatewebsiteindicatesthemessagetemplatesiteinordertosendthemessagethroughtheembeddedmailsystem.Differentsitescan
havedifferenttemplatesofmailmessages.
Note:Ifthemessageissentthroughthemessagesystemanddoesnotgothrough,theselectedmessagetemplateshouldbecheckedfirst.
SetStateName
Thisactionpermitsyoutochangethetextofthedocumentstatus.Itmakesiteasiertomonitorthedocumentstateinthegenerallistofbusiness
processesduringtheexecutionofthebusinessprocess.
Inmostcases,thestatuscanalsobeviewedinthedetailedviewofthedocumentforwhichabusinessprocessislaunched.
ActionParameters
Task
Thisactionpermitsyoutocreateatask.
Note:ThisactionreferstotheTasksmodule.
ActionParameters
Settingtheactionparametersissimilartocreatinganewtaskinthepublicpartofthesite.
Pauseprocesswhiletaskisrunningifthisoptionismarked,thebusinessprocesswillbesuspendeduntilthecreatedtaskchangesitsstatusto
Completed.
ActionResults
TaskID
Taskcompletiondate
Theuserwhohasclosedthetask.
Other
Thisgroupcontainsalltheremainingcommands.
PHPCode
ThisactionpermitsyoutoexecuteanarbitraryPHPcode.
Attention!1.ThisactionisonlyavailableinBitrix24Selfhostedversion.
2.OnlyauserwithadministratorsrightscansetPHPcode.
Note:Thecodemustbeindicatedwithnoopeningorclosingtags(<?,?>).
ActionParameters
Examplesofapplication
Settingavalueforthevariable
$this>SetVariable('Variable1',12345)
where:
Variable1identifierofthevariabletowhichavaluewillbeassigned(12345number).
EnteringseveraluserstotheUsertypevariable
$this>SetVariable("user",array("user_1","user_2"))
where:
array("user_1","user_2")anarrayofusersintheformat user_[user_identifier_in_the_system] .
TheuseofPHPcodeandvaluesoffields/variablestoobtainthenameoftheinfoblockelement
$arFilter=Array("IBLOCK_ID"=>{=Variable:Variable1_printable},"ID"=>{=Document:PROPERTY_1})
$dc=CIBlockElement::GetList(array(),$arFilter,array("NAME"))
$br=$dc>Fetch()
$Pbrr=$br["NAME"]
$this>SetVariable('Variable2',$Pbrr)
where:
{=Variable:Variable1_printable}valueofthevariablecontainingtheinfoblockidentifier
{=Document:PROPERTY_1}fieldofthedocumentcontainingtheinfoblockelementidentifier
Variable2identifierofthevariablewhichwillbeassignedthecalculatednameoftheinfoblockelement.
Conversionofthedocumentfieldformatanditsfurtheruse
LetusconsideranexampleofconversionofthedocumentfieldUsertoanunderstandableforminordertouseitwhensendingamessage:
1. Avariabletostoretheconvertedvalueofthedocumentfieldshouldbecreatedinthebusinessprocesstemplate
2. LetusindicatethefollowinginthePHPcodeaction:
$rsUser=CUser::GetByID({=Document:PROPERTY_USER})
$arUser=$rsUser>Fetch()
$this>SetVariable('#Variable_name#',$arUser[NAME].''.$arUser[SECOND_NAME].''.$arUser[LAST_NAME])
3. Afterthat,wehavetousetheresultofthisvariableinsteadofthedocumentfieldintheblockusedfornotification.
PauseExecution
Thisactionpermitsyoutopostponetheexecutionofthenextactionforaspecifiedtime.
ActionParameters
Mode:
Periodindicatesthetimeperiodafterwhichthebusinessprocesswillberesumed
Timeindicatesthespecifictimeforresumingthebusinessprocess.
Note:IfintheTimemode,atthetimeoftheactionexecutiontheindicateddateoccursinthepast(forexample,thepreviousyearwasindicated
andtheexecutionoftheactionhasstartedinthecurrentyear),theprocesswillautomaticallygototheactionthatfollowsthepausein
execution.Inotherwords,theprocesswillskiptheaction.
Actionblock
Actionblockisintendedtogroupasetofactionsintooneblockthatcanbe'folded'tosavespace.
Payattentiontothisaction.Itpermitsyoutosignificantlysavelaborresourcesbyusingstandardactionblockswhencreatingabusinessprocesstemplate.
Oncecreatedandsetup,theactionblockcanbesavedinthegroupMyActionsandusedrepeatedly.
SelectEmployee
Thisactionpermitsyoutoautomaticallyselectanemployeefortheirfurtheruseintheprocess.
Note:ThisactiondeterminestheabsenceofanemployeeaccordingtotheentriesdisplayedonthepageAbsencechart.
ActionParameters
Type:
anyrandomselectionofaregularemployee
supervisorselectionofasupervisorfortheindicatedemployee.
Note:ThesupervisorselectionoptionisusedonlyintheproductBitrix24Selfhosted.
Fromusersindicatesusersorgroupsfromwhichoneemployeewillbeselected.
Foruserindicatestheuserforwhomasupervisorwillbeselected.
SupervisorLevel(themorethehigher)selectsthelevelofasupervisorfortheindicateduser.
IfnoSupervisorisdetermined,sendtoindicatestheuserswhowillbeselectedincaseitisimpossibletoselectfromthemainusersindicatedabove.
Forexample,ifthegroupindicatedinthefieldFromuserscontainsnoemployees,someonefromamongreserveduserswillbeselected.
Escalatetohigherlevelifabsentpermitsyoutoautomaticallyomitabsentemployees,forexample,iftheyareonvacation.
Ifitisimpossibletoselectthemainsupervisor,forexample,iftheyareonvacation,andtheoptionEscalatetohigherlevelifabsentisequaltoYes,
theactionwillautomaticallycontinueselectingasupervisorbutofahigherlevel.Ifthetoplevelsupervisorisalsounavailable,theselectionwillbeeffected
fromamongtheemployeesindicatedinthefieldIfnoSupervisorisdetermined,sendto.
IftheoptionEscalatetohigherlevelifabsentisequaltoNo,theactionwillterminateand,notwithstandingtheabsence,asupervisoroftherelevant
levelwillbeselected.
Ifallsupervisorsareunavailableortheemployeehasnosupervisor,theactionwillreturnanemptyvalue.
ActionResults
SelectedEmployee.
Logentry
Thisactionpermitsyoutoaddarbitraryentriestothereportandlog,accordingly.
Entriestothereportcanbeconvenientlyused,forexample,duringbusinessprocessdebuggingtosavethedataofanecessarystagetothereport.
ActionParameters
Loadlogforusebybusinessprocesspermitsyoutoobtainthecontentsoftheentirereportasapartofabusinessprocessforfurtheractions(e.g.,
sendingbyemail)byusingtheformInsertvalue,theAdditionalresultssection.Otherwise,thereportdatawillbeimpossibletoobtainasapartofa
businessprocessandwillbeavailableonlyinthelog.
TheoptionLoadlogforusebybusinessprocesscanbeusefulatthestageofthecompletionofabusinessprocessinordertogenerateafinalreport
withoutmakingexcessivequeriestothebase.
ActionResults
Log
AspecificvariablewillbecreatedforeachentrytotheloginthesectionAdditionalresults.IftheoptionLoadlogforusebybusinessprocesswas
markedfortheaction,itwillhelpyoutoobtainthelogwhichwasalreadygeneratedatthestageofthisaction.Thelogofeachsubsequentactionwill
includethelogofthepreviousactions.Iftheoptionwasnotmarked,thevariablewillbeempty.
SetPermission
Thisactionpermitsestablishingtherightsofaccesstothedocument.
ActionParameters
"..."permissionisgrantedtosetupofrightsofthedocumentfortheindicatedusers/usergroups.
Note:Differenttypesofrightsexistfordifferenttypesofdocuments.
Overwriteexistingpermissionspermitsyoutonotaddrightsbutreplacethem.Inthiscase,weworkonlywiththerightsthataresetinsidethe
businessprocess.
Ifthedocumentusessimplified(old)versionofrights,theyaresetstrictlyfromtheoutside(accesssettingstoinfoblocks/lists/etc.).Theonlyoptionthat
permitsestablishingrightsdirectlyfromthebusinessprocessconsistsinestablishingbusinessprocessesrightsforthedocumentfromtheoutside.Inthis
case,itispossibletochangerightsduringtheexecutionoftheprocessusingthetabAccessortheactionSetPermission.
Ifextendedrightsofaccessareused,onlynewrightstothedocumentcanbeaddedfromthebusinessprocessthedocumentwillkeeptheserightseven
aftertheprocessiscompleted.Therightsestablishedfromtheoutsidecannotberedefinedinsideabusinessprocess.
SetVariables
Thisactionpermitschangingthevaluesofthevariablessetintemplatesettings.
ActionParameters
Dropdownlistsareusedtoselectvariablesandsetthenecessaryvaluesforthem.
Terminatebusinessprocess
Thisactionpermitsyoutoterminatetheexecutionofabusinessprocess.
MyActions
MyActionspermityoutosavethesetactions/structuresanduseitagain.
Thisblockalsocomeshandyforcopyingactionsinsidethebusinessprocesstemplate.Justdraganddropthenecessaryactionstoit,andafterthatthey
canbeusedoverandoveragainbydraggingbacktotheworkingareaofthebusinessprocessdesigner.
Theactionsaddedtothisblockaresavedtogetherwiththetemplateandcanbeusedagainforsubsequentediting.
InsertValueForm
Inadditiontostatictext,theactivity,templateandstatusparameterscanusespecialmacrostospecifyautogeneratedvalueslikedocumentfields,
systemvariables,dateandtimeetc.
Toaddamacro,clicktheellipsisbutton(...)besidethetargetfield.ThiswillopentheInsertValueform:
Thisformshowsalltheavailablemacrosgroupedbyuse.Thefollowinggroupsarecurrentlypresent.
TemplateParameters:containsthetemplateparametersyoucandefinebyclickingTemplateParametersbuttoninVisualModeler.Noticethata
valuemaybedefinedbyuseratruntime,whenstartingthebusinessprocess.
Variables:insertsuserdefinedvariablesthatmaychangeduringtheexecutionofthebusinessprocess.Forexample,thismaybeanauxiliary
numberfieldthatauserwillbepromptedtoenter.
DocumentFields:insertsthevalueofafieldofthedocumentonwhichthebusinessprocessisrunning.Forexample:CreatedonorCreatedby.
AdditionalResults:insertstheactivityprocessingresultifitexists.Thelistincludesonlytheactivitiesofthecurrentbusinessprocesstemplatethat
returnoneormorevalues.
Users:insertstheusers(orusergroups)privytothebusinessprocess.Youcanselectoneormoreusersseparatingmultipleitemswithsemicolon.
ThefollowingmacrosarenotlistedintheInsertValueform,howevertheycanbeusedwhencreatingbusinessprocesstemplates.
{=Workflow:ID} insertsthecurrentbusinessprocessID
{=User:ID} insertstheIDofacurrentuserinformatuser_[system_user_ID]
{=System:Now} insertsthecurrentdateandtime
{=System:Date} insertsthecurrentdate
{=Document:DETAIL_PAGE_URL} insertsthedocumentviewpagelink.Thelinkwillbevalidonlyiftheinformationblockparametersspecifya
correctdetailspageURL.
The"_printable"Modifier
Thereisaspecialsuffixyoucanaddtothetemplatevariablesandparameters: _printable .Ifpresent,itwillformatthemacrooutputinhuman

readableformifsupportedbyamodifiedmacro.Ifthemacrodoesnotsupport"printable"output,itwillreturnthesamevalueaswithoutthemodifier.
Considerthefollowingexamplesinwhichtheprintablesuffixisusedontheuservariable.
Macroandoutput
Currentuserasdefinedbythevariable
{=Variable:user} {=Variable:user_printable}
author author Createdby
[1] user_1 JohnDoe[1]
ThemacroswiththismodifierarealsoavailablethroughtheInsertValueform.
Usingexpressionsinactivityparameters
Todelivermaximumflexibility,theactivityparametersallowtheuseofspecialexpressionswhosevaluesarecalculatedatruntime.Tospecifythata
parametervalueisanexpression,usetheExcellikenotationthatis,startthevaluewithan"equals"sign: = .Inotherwords:anexpressionisanything
thatisprependedwithanequalssign.
Examples:
=6^2+{=Document:PROPERTY_NUM}/2
=if({Document:ID}=5,"text1","text2")
Aparametercanuseonlyoneexpression.Tousemultipleexpressionsinaparameter,usetheconcatenationoperator( & ),andenclosetextinthe

expressionsindoublequotes( " )asneeded.
Examples:
="Reply:"&(1+3)
="Author:"&{=Document:CREATED_BY}&","&"Deadline:"&Dateadd({=Document:DATE_CREATE},"1d")
Asyouwillseebelow,thesyntaxofoperatorsandfunctionsinexpressionsislargelybasedonthesyntaxofthoseinPHP.
Thefollowingoperatorsandfunctionsarepossible.
+addstwovalues
subtractsthesecondvaluefromthefirstone
*multipliestwovalues
/dividesthefirstvaluebythesecondone
=assigns(i.e.returns)theexpressionresult
<>notequal
<lessthan
>morethan
<=lessthanorequal
>=morethanorequal
()roundbrackets
&concatenationoperator.Returnanewstringwhichistheleftstringplustherightstring
^power
%percent
trueBooleantrue
falseBooleanfalse
andBooleanAND
orBooleanOR
notBooleanNOT
minreturnstheminimumofthetwovalues
absreturnstheabsolutevalueofanargument
dateaddaddsthetimespanpassedasthesecondargumenttothedatespecifiedasthefirstargument.
Syntax:
=dateadd([initialdate],[timespan])
Thefollowingunitsarepossibleinthetimespan: y , year , years , m , month , months , d , day , days , h , hour , hours , i , min , minute ,
minutes , s , second , seconds .Theunitsarecaseinsensitive.
Examples:
=Dateadd({=Document:DATE_CREATE},"2d")
=Dateadd({=Document:DATE_CREATE},"2days3minutes")
datediffReturnsthedifferencebetweentwodates.
Syntax:
=datediff([date1],[date2],[difference_display_format])
Thedifferencecanbedisplayedinvariousunits.
Example: =datediff({=Variable:Variable1},{=Variable:Variable2},'%mmonth,%ddays')
ifspecifiesacondition
Syntax:
=if([condition],[expressioniftrue],[expressioniffalse])
Example:
=if({=Variable:Variable1_printable}>0,"yes","no")
intvalreturnstheintegerofthevaluepassedastheparameter
Example:
=intval("234j4hv5jhv43v53jk4vt5hj4") returns234becausethevaluestartswiththisnumber,andthecharacterimmediatelyfollowing
the"4"isnotanumber.
substrreturnstheportionofastringasspecifiedbythelasttwoparameters.Seehttp://www.php.net/manual/en/function.substr.phpfordetails.
Attention!Ifanexpressionhasanerror,itwillnotbeevaluatedandwillbedisplayedastext.
UsingMacrosinExpressions
UsingVariablesinURL
Ifanactionsupportsthe [url] tag,youcanusethevariablesinURL's:
[url]http://{=Variable:Domain}/{=Variable:Path}[/url]
Here:
{=Variable:Domain} and {=Variable:Path} arethemacrosthatresolvetothewebsitedomainandthepath.
CreatingaDirectLinktoaTaskPage
Usethislinkwhencreatingamessagethatwillpromptausertoperformataskwithinthecontextofacurrentbusinessprocess.
[url]http://intranet_domain/company/personal/bizproc/{=Workflow:ID}/[/url]
CreatingaDocumentViewLink
Thislinkwillopenadocumentforviewing.Useitinanemailmessagewhenyouwanttogiveauseradirectlinktoadocument.
[url]{=Document:DETAIL_PAGE_URL}[/url]
SynchronizationofBitrix24contactswithmobiledevicesinAndroid
ItispossibletosynchronizeyourcoworkerscontactinformationinBitrix24withthetelephonebookinyourAndroiddevice.
Tosetupthissync,youneedtogotoyouraccountsettingsonyourphoneandcreateanewaccountBitrix24.
Entertheintranetaddress,login,andpasswordforyourBitrix24useraccount.
Synchronizationwillbelaunchedautomatically,andonthissettingspage,youllseethetimeanddateofthemostrecentsync.
Tomakesurethatyourcontactsareconstantlyuptodate,thissyncwillbeperformedonceanhour.
ThecontactsfromBitrix24willappearasagroupnamedthesameasyourintranetsaddress.Thisgroupwillcontainallofyourcoworkerscontactdata.
Alldata:telephonenumber,position,andemailaddressareallsynced.
MigrationtoBitrix24Selfhosted
Bitrix24canbeusedasanonlineserviceorasaboxproductthatis,installedonyourownserver(orthatofyourhostingprovider).Readtheblogpost
foranindepthdescriptionofthedifferencebetweenthesetwooptionsfromafeaturestandpoint.
Migration
Ifyouneedahigherlevelofcustomization,corporatebrandingorintegrationwithotherenterprisesoftware,yourBitrix24Intranetcanbemigratedfrom
thecloudtoyouronpremiseserveranddeployedusingtheBitrix24SelfHostedlicense.
BackingupyourCloudprojectandmigratingittotheSelfhostedversionisfreeofchargeandcanbeperformedonlyoncefor1Cloudproject/1
commerciallicensekeyofyourSelfhostedproject.Wekindlyaskyoutocomplywiththefollowingprerequisites:
Youwillhavetogiveyourpermissiontoprepareyourdataformigrationwhencontactingourhelpdesk.Afteryouhaveconfirmedyourpermission,
thetechsupportengineerswillcreateabackupcopyofyourdatathatyouwilltransfertoyourlocationandrestoreyourIntranetonyourpremise.
Youneedtohaveacommerciallicensekey(forBitrix24SelfHosted)withanactivesubscriptionfortechnicalsupportandproductupdates.Yourkey
shouldbeactivatedandregisteredinadvance,thiscanalsobedoneonoursite.
ThenumberofactiveusersforthiskeymustnotbelessthanthenumberofusersinyourBitrix24Cloudinstance.Otherwiseyou'llneedtopurchase
additionaluserlicenses(coupons)foryourkey.
TheeditionoftheSelfHostedversionofBitrix24thatyouaremigratingyourBitrix24Cloudprojecttomaynotcontainallthetoolsandfeatures
originallyavailableintheCloudversion.Asaresult,somedatamaynotbetransferredtoyourSelfhostedproductcopy(pleasecomparetheSelf
hostededitionsorconsultoursalesstaffsales@bitrix24.com).
ThefollowingcomponentsofyourBitrix24Cloudprojectwillbebackedup:database,publicfilesandbitrixkernelfiles.Itmeansthatallbackedup
elementswillberestoredtoanemptydirectoryanddatabaseinyourSelfhostedproductcopy.
YourBitrix24Cloudprojectbackupwillconsistoffilesandelementspreviouslybackedupduringthe[last]night.AnychangesmadeinyourBitrix24
afterthisdatewillnotbeincludedintotheprojectbackup.Asamateroffact,youshouldspecifythedatewhenweshouldinitiatetheprojectbackup
procedure.Important:theprocessofbackingupyourCloudfilesandelementsmaytake13days,nochangesmadeduringthese13dayswillbe
includedinyourprojectbackup.
WestronglyrecommendthatyouuseourVirtualApplianceasaproductenvironmentforyourSelfHostedproductinstallation.Incaseyouusea
customproductenvironment,wecannotguaranteeasuccessfuloutcomeofCloudtoSelfhostedversionmigrationofyourBitrix24project.
YourservermustbeconfiguredtosupportUTF8.
TherootdirectoryinwhichBitrix24andthesystemkernelwillbeinstalledmustbeempty.
Ifyouacceptalltheconditionsabovepleasecreateatechsupportticketprovidingthefollowinginformation:
1. YourBitrix24Selfhostedlicensekey(thenumberofallowedusersmustnotbelessthanthenumberofusersyoucurrentlyhaveinyourBitrix24
Cloudinstance).
2. Bitrix24Cloudportalname(URL,e.g.https://MYCOMPANY.bitrix24.com).
3. Bitrix24Cloudmainadministratorloginandpassword(youwillbeabletochangethepasswordafterthebackupiscompleted).
RestoringDatafromBackupinVirtualAppliance
OnceyouhavereceivedthebackupcopyofyourIntranetandconfiguredVirtualAppliance,opentheprovidedIPaddressinyourbrowserandselect
RestoreProject.
Onthenewscreen,selectRestorethebackupfromtheBitrixCloud,typeinyourlicensekeyandprovideapasswordforthebackuparchive.The
passwordwillbepassedovertoyouoncethebackupisready.
ClickNext.Thesystemwillloadthebackupfile.
Onthenextscreen,enterthedatabasepassword:
Intheend,youwillgetanexactcopyofyourBitrix24includingalldataplusControlPanel,andtheadministrativetoolbaronthemainpage:
UseyourBitrix24loginandpasswordforauthentication.

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3/10/2017 Bitrix24Service

So,repeatafterme:toaddamention,click .Toaddamention,click .Afteryoufinishyourmantra,reallyclickthatbutton.Thiswilldosomemagic

Tool Intranet Extranet Notes

AnySIPphonecanworkinBitrix24.Therearelotsofmodelsofsuchphones,anditisextremelydifficulttotestallof Linksys PAP2T

Attention!Priortomoduleversion15.1.3thesettingsofyourOfficePBXused incoming insteadof ip valueintheServerfield(e.g.:

Click todeleteanactivity.Click toedittheactivityparameters.

User/groupselectionfields.Theusercanbeindicatedmanually.JusttypetheusersIDinthefieldinbrackets,e.g. [1] .Foragroupofusers,no

ThefieldsAssignmentdescriptionpermitusingthefollowingbbcodetags: [img] , [url] , [b] , [i] , [s] , [u] .

Thetag [url] canbealsobeusedinnotices,e.g.inthefieldNotificationtextoftheactionUsernotification.

IftheindicatedPHPcodereturnsthevalue true ,thebranchofactionsbelowsuchaconditionwillbeexecutedif false isreturned,thenextcondition

Attention!OnlyaPHPcodecanbeusedforthistypeofcondition.Theparametersofthetype {=Variable:Variable2_printable} arenot

Thecodeexecutedintheconditionmustalsoresultinalogicalexpression( true or false ).

Inotherwords,thecycleworkssofarastheconditionisvalid( true ),otherwise( false )theloopisterminated.

IftheindicatedPHPcodereturnsthevalue true ,theloopwillcontinueoperatingif false isreturned,theloopwillbeterminated.

Thereisaspecialsuffixyoucanaddtothetemplatevariablesandparameters: _printable .Ifpresent,itwillformatthemacrooutputinhuman

[1] user_1 JohnDoe[1]

Aparametercanuseonlyoneexpression.Tousemultipleexpressionsinaparameter,usetheconcatenationoperator( & ),andenclosetextinthe

Ifanactionsupportsthe [url] tag,youcanusethevariablesinURL's:

{=Variable:Domain} and {=Variable:Path} arethemacrosthatresolvetothewebsitedomainandthepath.

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