Table of Contents

What is Bitrix24?

Bitrix24 is a software service developed by Bitrix, Inc. providing a company with a full range of teamworking and social networking means. The service is primarily intended for small and mid-scale businesses.

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The service is available at three different first level domains each using different user interface language: *.bitrix24.com, *.bitrix24.de, *.bitrix24.ru, *.bitrix24.ua. An end user can choose between the free and paid licenses depending on the number of employees and features required.

Bitrix24 supports absolutely all modern web browsers. Some features may be unavailable in outdated browsers.

At its core, Bitrix24 is based on Bitrix24 Intranet which means you will be able to migrate to a boxed, on-premise version anytime preserving existing employees, documents and communication history.

First Steps

Register Your Bitrix24 Service

To create your own service, open http://www.bitrix24.com in your web browser and use the sign-up form:

Attention! Choose your registration e-mail address carefully. Don’t use your personal e-mail because all the administrator notification messages to employees and extranet users will be seen as sent from this e-mail address.

For that reason, it is best to use (or create) a dedicated e-mail address for registration. This e-mail should never be used for private purposes because it well may be needed to pass it on to another portal administrator in future.

After clicking Start Free button, you will receive an e-mail message containing the registration confirmation link. Click it to open the registration form:

Fill in the forms and click Create. The system will verify your data and if everything is correct, create your new cloud service. Use the registration e-mail address and the password you supplied for logging in for the first time.

The portal can be displayed in different languages for different users. A user can select a preferred language before logging in.

After you have logged in the system, you will see a portal guide to help you get started. This window is only displayed when logging in for the first time and will not show up again.

Note: if are registering with the Professional tariff option, you can use an arbitrary second level domain (for example, mycompany.net) for your Bitrix24 service.

Get to Know a Typical Bitrix24 Page

All the Bitrix24 service pages have the same layout:

Click to Enlarge

1 - company name;
2 - top notification bar;
3 - search bar;
4 - working time control area;
5 - personal profile access and log out;
6 - quick create button;
7 - shows the name of a current information area;
8 - main menu providing access to all the portal pages and services. The menu sections can be collapsed to make the menu smaller if required;
9 - main information area;
10 - helper menu;
11 - bottom notification bar.

Notification Bars

The top (2) and bottom(11) notification bars provide inform a user of new messages and notifications sent from the portal by other users or system: incoming messages in the instant messenger , task notifications, new comments, likes and similar events.

The bottom notification bar can be used to open the instant messenger window by clicking on the leftmost button.

Quick Create Button

This user interface item is always available at any page enabling the portal users to create almost any type of information item and make it visible to all or selected users:

Name of Information Area

This title is a short description of type of information a current page is showing. As an added convenience, the title contains information specific tools. For example, the Conversations page shows the filters: All, My, Incoming:

Helper Menu

Unlike the main menu which remains the same on all pages, the helper menu items(10) depend on the current main menu selection. In addition, the helper menu may show extra filters and lists (for example, birthdays).

Inviting and Removing users

A user whose e-mail address was used as the source of the invitation gets maximum possible administration permission. In other words, he or she becomes the portal administrator. All other users get minimum access permission which can be changed later by editing their user profiles.

Inviting Users

The simplest way to invite a user (employee) is click the big green button and select Invite user from the menu:

The invitation form will show up:

Type in the e-mails of the persons you want to invite and click Invite. The users will receive a message, something like this:

You are invited to join the corporate intranet!

The intranet provides a platform for projects and tasks, sharing and managing documents, organizing meetings and for open discussions, blogs, and other communications.

registration link

To authorize, enter your email address as the login name. Upon your first login, you will be asked to create your password which will be known only to you.

The user will have to click the registration link and provide personal data in the registration form. Once the registration is completed, the user can access the intranet.

Note: you can always resend the invitation if so required by using the page Company > Employees > Invited:

Logging in

To log in, just enter the portal address in the browser address bar and hit Enter.

Removing Users

The number of users you can add to the portal (including the administrator) may not exceed the maximum stipulated by your tariff plan and license. If your portal is stuffed up with employees and you cannot add more but there has not been actual increase in the number of employees in your company, you have to disable the persons who left the company or was fired. Disabling a user retains the user profile and all associated data (files, messages, posts, tasks); however, this profile can no longer be used to log in the portal.

To disable an employee, open Company > Employees, find the required user and select Dismiss in the context menu:

A user profile can be physically deleted until a user has logged in for the first time. To delete the user profile of a still inactive user, find the entry in the invite list and select Delete:

However, the system provides no way to delete a user profile of a disabled employee because the associated user profile may contain potentially important information: tasks, files, messages, blog entries etc.

Profile Page

Each of the company employees has a profile page showing his or her business and personal information.

Profile page

The links to user files, personal calendars, messages and any other employee profile related assets are at the top of the page.

If the profile page you're currently viewing is your profile page, the links are the same as shown in the menu on the left of the page.

Accessing Your Profile Page

To open your profile page, select My Profile in the personal menu:

Personal menu

Viewing Profiles of Other Users

To view the profile page of any other employee, click the employee's name (which is usually rendered as a link). You can even save the trouble of having to click a link; just hover the mouse pointer over the link to see the user information in the pop-up tooltip.

This is how the some other employee's profile page looks like:

Editing Your Profile

To access your profile for editing, use one of the following options:

Administrator Mode

In Bitrix24, the administrator can grant administrative privileges to another user by checking the Employee has administrative access to the portal option in the user profile. By default, a user with administrative permission just given remains for security considerations a "non power user": he or she cannot view hidden groups, or other users' tasks or reports, or perform any administrative only operation.

Only when the new administrator needs administrative privileges, he or she can enable them by clicking the Admin mode link in the user profile:

When in admin mode, the administrative user will see a warning on all the portal pages:

Once the administrator no longer needs elevated privileges, he or she must exit admin mode by clicking the link in the warning message.

Web Messenger

Web Messenger enables the intranet users stay connected, communicate with colleagues and get informed of the new events right in the browser window.

  • Web Messenger at its core is almost the same as any other similar service or application: the users communicate by exchanging instant messages;
  • the contact list reflects the company structure and indicates the contact status (online / offline);
  • the notification center shows information on the new events;
  • a user gets notified of new messages anywhere on the intranet, on any page;
  • messages can be sent to offline users for later delivery;
  • messaging history is saved on server side and can be accessed and viewed by the users anytime, anywhere (see below).
All unread notifications and messages are relayed to the user's e-mail address. For example, if for some reason you are not logged in but there is a new task notification or an instant message in your messenger, you will be notified by e-mail within 10 minutes.

A stand alone application for Windows and Mac OS X is also available. Once configured, it will connect to your intranet without having to log in every time you want to use it.

The Mini-panel

The mini-panel can be repositioned and pinned at one of the following places in the browser window:

The panel includes two buttons each showing the number of unread messages or notifications:

Web Messenger

The messenger window includes the two main areas: the Contacts list on the left and the Conversation pane on the right.

The Contacts list always contains all of the company employees grouped following the company structure. If a current user is a member of one of the extranet workgroups, these will be included in the contacts.

New employees will appear in the contact list as soon as they appear in the intranet company structure.

At the bottom of the contact list you will find the messenger control bar:

The status indicator opens a menu enabling a user to select the desired status. The Occupied status does not imply that Wall Street is occupied; rather, it means "Do not disturb": the notification bar will show the number of new messages but they will not pop up every time they arrive.

The button opens the configuration menu:

  • Show offline users / Hide offline users: shows or hides users who are not logged in;
  • Show user groups / Hide user groups: if you select to show user groups, the contact list will show the company structure; all users will be shown assigned to their respective departments;
  • Enable sounds/Disable sounds: disable sound if you feel annoyed.

Searching the Contacts

To quickly find a required user, start typing their last or first name in the search edit box. Instant search feature will filter the list as you type and show the result:

Conversations

To start the conversation, just click in the contact list on a person you want to talk to.

Offline users are highlighted with red color in the conversation pane and contact list. Feel free to send a message to an offline user as you would send it if the user were online: your message will be delivered as soon as the user has logged in. Any offline message, like a normal online message, is always added to the messaging history.

To find your most recent contacts, click the Recent button.

To quote the contact's message text in your reply, hover the mouse pointer over the required message. The quote button will appear. Click it to add the formatted quote text to your reply.

Note: you can change between Ctrl+Enter and Enter to send messages. To toggle keystrokes, click the text below the message send button ("Ctrl+Enter", see the picture above). To change the reply input box height, drag the top edge of the input box.

Message History

To view previous conversations, click Message History button in the upper right corner of the messenger window.

To search message history, click the Enable search link in the upper right of the history window. Then, start typing the search phrase in the search text box. The history window will show only the entries containing the text you typed. To completely purge the messaging history for the contact you're viewing, click Delete all messages.

Notification Center

Notification Center provides you with a unified view of any events sent to you: messages from other intranet users; invitations to join a workgroup or attend a meeting; new likes from other people; task updates etc. The users who have extranet access will get notified of any new updates occurring in the extranet area. The notifications appear in the upper right corner of any intranet web page:

To view notification history, bring up the notification window by clicking the notification bar button or the button in the messenger window (see the picture below). In the notification window, click Viewed notifications:

Desktop Client Application for Windows and Mac OS X

If all you want is stay connected, you can save the trouble of logging in every time you have to read or send a message.

  • Open the Free Apps page, download the installation package for your operating system and install it.

  • Once the application has installed, run it by double-clicking the program icon on the Desktop.
  • When you start the application for the first time, you will see the authentication window (it will also show up if the program cannot authenticate on the intranet server). Enter the URL of your intranet; the e-mail address you used for registration at the intranet; and the password you regularly use to log in:

  • The desktop client can be minimized to the system notification area (previously known on Windows as the system tray):

The window, panes and bars inside the desktop application are absolutely analogous to those of the web messenger:

However, the desktop client includes some extra options:
  • Activity Stream: opens the intranet's Activity Stream in your browser;
  • User_Name command: opens the current user's intranet profile;
  • Exit: closes the current session and logs out from the intranet server.
The notification icon menu includes even more features:

  • The Messages, Notifications and Activity Stream menu items show the number of unread events, if any exist. Select the respective menu item to read them.
  • To see the client version and check for updates, select About.

  • Use the Logout and Exit menu items to end the authenticated session, or close the application.
Note: for details on configuring your Bitrix24 for Windows to use a proxy server, please refer to this techsupport forum topic.

Company Pulse

Company Pulse allows you to keep track of how well Bitrix24 is integrated into the daily work of your company on the whole and on a tool-by-tool basis.

This aesthetically pleasing design and highly functional addition to Bitrix24 provides a breakdown of use of conversations, tasks, likes, comments, etc. and compiles it into a usage rating.

The Pulse shows data across the entire company or for individual employees. You can switch between the Company and People regimes and evaluate the activity rating of any employee.

When using the People regime, all data is shown for an individually selected employee.

That employee’s rating, activity index, and the average index for his or her department on the whole is shown. For example, the activity index shows the sum of various activities which the user has performed in the intranet using one of seven listed tools over a given period of time.

For each indicator, there is an explanation available. Click the "?" for the full description of this indicator’s meaning.

Additionally, you can choose a time period for which you want to receive data. It can be for the current day, week, month, or year.

Further down, we see the individual pulse for employees – the activity of that particular employee for the given period compared with the activity rating of the company on the whole and his or her department.

When working in the current day view, for example, the "Likes" tab will show how many likes have been set by the user for that period along with the average for the company and the user’s department.

Depending on the chosen time period, the graph will show days or months. You can simple move the cursor across the graph and the individual data points will show up.

Of course, most important is the bottom section, where all 7 main tools of the product are shown and you can see the rating on each individually.

This section lets you assess the engagement of your workforce on a tool-by-tool basis over a given period. The numbers show the quantity of likes, tasks, IM messages, and the other main features in the product.

Administrators can use pre-made messages that can be posted into the activity stream to stimulate usage of various tools.

The Company mode helps you analyze the activity of your whole team and assess the 'adoption rate' of individual tools.

My Workspace

The basic functionality for users is in the MY WORKSPACE section in the left menu.

Everything that concerns the user is here: tasks, photo albums, calendar, and files.

My Drive

The My Drive page is a personal document library for each user.

Click to Enlarge

A user can place private files into the personal library and they will not be visible to other users. In addition, there is a ‘Shared files’ folder present in each user’s personal library. By placing files into this folder, they become accessible to other users.

Read access is granted to files inside the Shared Files folder.

Each user can change the access rights to the Shared files folder. Groups or other users may be granted write access, for example.

Tasks

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The Tasks page helps view and manage the tasks an employee is assigned to perform.

Tasks serve to streamline personal and team work. They have a range of properties to control work time and productivity, priority, roles and some others.

An employee does not require special permissions to use tasks.

Click to Enlarge

The following roles are used with tasks:

  • Responsible Person is an employee to whom the task is assigned.
  • Author is a person who has assigned the task for the employee (e.g. a head of department).
  • Participant is a person to whom the same task has been assigned. Tasks may be assigned to multiple employees, e.g. to a whole department.
  • Observer is a person who is to be notified of the task progress but not directly related to it, e.g. a head of another department who, due to an established workflow, needs to be informed of what is going on in other department(s).

Task List

The task list is a grid showing the task properties and status. The following elements exist on the task list form:

  • Controls
  • Task Grid
  • Gantt Chart
  • Filter Pane
  • Simple Filter Mode
  • Extended Filter Mode

  • Controls

    The following controls are used with the task list.

    • - creates a new task using a special task editor form;
    • - the quick task button. Adds a new row to the task list allowing to set the new task’s properties in-place:

      Quick task creation

    • - creates a task using one of the existing templates;

      Existing templates

      Use the links titled by the task name to create a new task with fields pre-filled according to the template values.

      Use the View all tasks templates link to view and edit the task templates.

    • The following buttons switch the task view mode:

    • Include subtasks - shows the list as a tasks and subtasks view. In this mode, the child subtasks are hidden by default:

      Hidden child subtasks

      The number shows the total subtask count. To view the task’s subtasks, click :

      Task's subtasks

    • Flat view – activates the flat view mode which, if active, shows subtasks as if they are not attached to any parent task:

    • Use the Gantt chart button to view tasks as a project schedule on a bar grid.
    • Use the Reports button to design and view task reports.

    Note: if, when creating a new task, the option Propagate the task to multiple responsible persons is checked, the main task is shown as multiple subtasks belonging to a master task which is denoted by .

    Subtasks are discussed in more detail in the lesson Creating Tasks.


    The Task Grid

    Attention! The task grid displays only the tasks to which you relate in any way (that is, you are the task creator, the performer or the observer).

    To view the tasks:
    • use the employee personal page (the Tasks tab);
    • use the extended filter mode on your personal page;
    • use the workgroup page (the Tasks tab).

      A user can view other person’s workgroup tasks if such action is allowed by the Permission to view all tasks on the workgroup settings page.

    The tasks are grouped by projects (usually represented by workgroups), the workgroup name highlighted. Use the links to add more tasks to the selected project.

    The tasks that are not bound to a project (workgroup) are displayed as free ungrouped entities (as shown in the green frame on the figure below).

    Tasks list

    The grid includes the following columns:

    • Tasks

      This column is as simple as it is: it just shows the task names. The names are links opening the task view form. The task names may have different colors depending on the status:

      • green are the tasks that has been created but not accepted;
      • blue are the tasks accepted by an employee;
      • black are the accepted tasks or the tasks currently being fulfilled;
      • red are the overdue tasks;
      • grey are the completed or suspended tasks;
      • orange are the declined or unconfirmed tasks.

      The task title may show extra information icons:

      • - this is how many times the task has been updated since it was last viewed;
      • - the number of comments to this task;
      • - the files attached to the task.

      Action menus:

      Each task has the action menu you can activate by clicking on the icon Action menu.

      Action menu

      • View: opens the task information page;
      • Edit*: opens the task for editing;
      • Create Subtask: adds a child task to a given task and opens the task edit form in which you can set the subtask’s parameters;
      • Create Quick Subtask: adds a grid row to set the new subtask’s parameters in-place;
      • Accept: use this command to accept the task (think twice!);

        This menu item is unavailable to an employee if a task was created by a supervisor. In other words, any supervisor’s tasks are auto accepted.

      • Decline: think twice again;
      • Start Execution: starts the task which effectively starts the task timer;
      • Close: use this command once you have completed the task;
      • Accept as Completed*: this command is for supervisors. It is only available for the tasks created with the option Require approval to close task checked. Selecting it means that a supervisor is satisfied with the employee’s results;
      • Return for Completion*: as opposed to Accept as Completed, this command expresses the supervisor’s dissatisfaction. An employee is thus kindly asked to review the task and finish it;
      • Pause: temporary suspends the task;
      • Copy: duplicates the task; that is, creates a new task whose fields have the same values as the original one. The duplicate is always created as a subtask;
      • Add to Daily Plan:adds the task to the working day report;
      • Delete*: wipes the task out.

      * - these commands are available to the task author only.

      The task status column:

      This column shows icons indicating the current status of the task.

      • - the task is awaiting acceptance by the assigned employee*;
      • - the completed task is awaiting to be approved by the supervisor;
      • - the task result requires supervisor’s attention*;
      • - the task needs to be accepted;
      • - the task is currently being fulfilled;
      • - surprise! this is a button, not an icon. Click it to start the task. This button becomes available once you have accepted the task.

      * - this status is available to the task author only.

      The task priority column:

      This column shows the task priority.

      • – low priority;
      • – medium priority;
      • – high priority;

    • The Deadline column:

      This column shows the date and time after which the task is overdue.

    • The Responsible column:

      This column shows the name of an employee who is responsible for the task progress and result. The name is a link leading to the employee personal page.

    • The Creator column:

      The Creator (author) column shows the name of a supervisor (or employee) who has created and appointed the task to the responsible person. The name is a link leading to the user personal page.

    • The last column (untitled):

      This column shows the task rating menu:

      • - unrated;
      • - positive rating;
      • - negative rating.

      There is another option in this column:

      • - the dimmed flag (acts as a command button). Click it to close the task;
      • - the full gamma icon indicates that a task is completed.

    To sort the grid by any of the columns, click the column header title.

    Tasks sorting in a column

    Click х to make the grid unsorted back.

    Task detail popup


    The Gantt Chart

    A Gantt chart is a type of bar chart developed especially for the purpose of illustrating a project schedule:

    The Gantt charts provide a mechanism for the visual editing of the task schedule. You can use the mouse to change the duration or start and end time or date of a particular task by simply dragging it in the chart.

    Tha chart displays an infotip when you hover the mouse pointer over a task. The infotip shows the task name, author, responsible person, due date, status and priority. The colour of the task bar in the chart mirrors the task status (in progress, overdue or completed). The completed tasks are marked with flags. To view the task details, simply click Details in the infotip.

    Right-click on a task on the chart to open the popup menu containing the task management commands:


    The Filter Pane

    The list shows tasks according to the filter criteria. The filter has two modes: Simple and Extended.

    The filter pane includes the following links:

    • Templates: opens a page containing your personal task templates;
    • Reports: shows your reports.
    • The "export to" links sends the tasks to a respective application.

    Simple Filter Mode

    This mode, allowing for fast switching between task types, is useful for quick navigation.

    Simple filter mode

    The simple filter has the two areas:

    1. Filter by user affiliation
      • My Tasks – selects all the tasks for which you are a responsible person or a participant.
        • I'm responsible – selects only the tasks for which you are responsible;
        • I'm a participant – selects only the tasks assigned to other employees and you;
        • In Report – selects only the tasks that are assigned to you and will be listed in the Efficiency Report;
      • Created by me – selects all the tasks you have created.
        • For Report – selects only the tasks you have created that will be listed in the Efficiency Report;
      • Observer – selects only the tasks that are not assigned to you but of whose progress you will be notified.
      • All – selects all the tasks you have any affiliation with.

      Note: The task count you read in the affiliation filter depends on the selected task status (see below).

      The Created by me tasks may show the number of your tasks in different statuses, if any exist. These figures are the same as in the Statuses filter section. Consider the following illustration:

      The number of active tasks in the "Created by me"

    2. Filter by task status
      • Active tasks may include:
        • Unaccepted* are the tasks assigned to you but not accepted by your supervisor yet;
        • Awaiting control* are the finished tasks you have assigned to another employee; these tasks require your control and approval;
        • New are your tasks that you have not accepted yet; or the tasks you have submitted to another employee and awaiting acceptance;
        • In progress are the tasks that are now being fulfilled;
        • Accepted tasks are those you need to have finished in due time;
        • Overdue are the tasks that have failed to be fulfilled in time.
      • Deferred are the tasks whose execution has been paused;
      • Completed: this status is ascribed to tasks that are finished and/or require control.

      * - these statuses are available only to employees who have permission to enable the option Control Task Result.

    The Unaccepted and Awaiting control statuses are available if Created by me is selected in the affiliation filter.

    It is obvious that the tasks you see (or don’t see) in the grid depend on the filter selection. If your selection does not match any task, the task list will come up empty even is there are plenty of tasks but unfortunately, they do not match your selection.

    To show all the existing tasks, select All in both filter panes.

    Attention! When you browse your own tasks, the affiliation filter is talking about you, in a manner of speaking: Created by me, I'm a participant – it’s all about you. But, when browsing some other employee’s tasks, do not confuse their Created by me’s and I'm a participant’s. It’s all about that person!

    The affiliation filter is not available when viewing workgroup tasks.


    Extended Filter Mode

    Use this mode to search for tasks by one or more of the task properties (name, author, status etc.).

    Extended filter mode

    If you are of the supervisor role (head of department etc.), use the option Show subordinates' tasks to select the tasks assigned to your subordinates.

    Viewing a Task

  • Task Description
  • Task Management Controls
  • Info Pane

  • An employee can view the details of only the tasks to which he or she is affiliated. Those are the personal tasks, the tasks in which he or she participates, or the tasks assigned to an employee’s workgroup.

    To view a task, click the task name in the task list. This will open the task details form:

    The Task Description

    The task description is exactly the text the task author entered when creating the task.

    If you are the task author, the Tags field will include the add link: use it to create tags for the task. See Creating Tasks for more information on using tags.


    The Task Management Controls

    Below the task description are the controls you will use to manage the task flow:

    • - accepts the task assigned to you;

      This button is unavailable to an employee if a task was created by a supervisor. In other words, any supervisor’s tasks are auto accepted.

    • – completes the task. Use it when you have finished every activity required by the task;
    • – starts the task meaning that you are really getting down to it;
    • – rejects the task. Use it when you are not ready to fulfill the task for some reason;
    • Pause – temporarily suspends the task execution;
    • Resume - starts the task again.

    For the task creator (author), the controls are different:

    • * – accepts the task fulfilled by an employee assigned to perform it;
    • * – assigns the task again to the same employee. Use it if you are not satisfied with the results;
    • Edit - opens the task for editing in the task edit form;
    • Resume - starts the previously suspended or completed task;
    • Delete - deleted the task irreversibly.

    * - these controls are available only for tasks that were created with the option Require approval to close task checked.

    If a current task has subtasks, they will be included in the task details form:


    Below the task management controls is the Add Comment link which expands the comment editor. Use it to add your opinion or report to the task:


    The Info Pane

    On the screen right is the information pane showing the task details. The info pane has the following controls:

    Info pane

    • the Deadline link: changes the task deadline;

      Deadline can be modified by:

      • the task creator;
      • a task performer if the creator enabled the option Responsible Person Can Change Deadline.

    • the Duration link: changes the time actually spent for this task.

    For the task author, the following additional control links are available:

    Info pane view for the task author

    • change: use it to reassign the task to another employee;
    • Priority: changes the task priority level;
    • Rating: use this link to rate the task;
    • Add Participants: allows to assign the task to more employees;
    • Add Observers: use this link to specify the persons who will receive notifications about the task progress.

    The supervisors can include the task in the efficiency report:

    Creating Tasks

  • Creating Tasks
  • Editing a Task
  • Creating a Subtask

  • Creating Tasks

    To create a new task, click New task in the task list form. This will open the task edit form:

    Fill in the form fields:

    • enter the task name. This field is required;
    • in the Responsible Person field, select an employee who is going to fulfil the task:

      • by picking an employee from the recently used names:
      • by browsing the company structure:
      • by live searching for a person by their name:

      To change the responsible person, just select another one.

    • To assign the task to more than one employee, check the box Duplicate the task and choose multiple responsible persons and click the Change Responsible Persons link to show the employee selector:

      Select the desired responsible persons just by clicking their names. To remove a responsible person from the selection, click beside the person’s name:

    • Once you have selected the responsible persons, click .

      Note that when using multiple participants, a copy of the task is created for each of them, each subtask being a child of the master task:

      The icon denotes that the task is duplicated for each of the participants.

  • The Creator link allows you to change the task author which effectively creates the task on behalf of another person. For example, you can create a task for yourself on behalf of a user who cannot do it for some reason.
  • To assign the task to more than one employee, use the Participants link.
  • If required, change the task weight using the Priority toggle.
  • Use the Tags (add) link to add tags to your task.

    Note: tags can greatly simplify task search when using the extended task filter.

    • First of all, create the tags appropriate for the task. Click add and type the tags, separate multiple entries with a comma. Then, click :

      The new tags will become available in the tags form:

    • Now, select the required tags and click "Save".

    • Whenever you need to modify the tags, click in the tags form. Then, edit the tags in the input fields or delete them by clicking х.

      Having done editing the tags, click "Save Changes" to save the tags and return to the tags form.

    • To change the existing task tags, click the change link.

    • To rid the task of the tags, just uncheck all the checkboxes in the tags form.

  • Set the task deadline. The time planning link can be used for more sophisticated deadline specification:

  • To allow a responsible person to change the task timeframe, mark the Responsible person may change deadline check box.
  • Use the Require approval to close task checkbox if you want to check the task output before closing it. Note that the task will not be closed until you verify it.
  • Supervisors can create tasks for their employees in such a way that, once closed, these tasks will appear in the productivity report by checking the Include Task In Efficiency Report checkbox.
  • Enter the task description.
  • To attach the task to a workgroup, select a required group in the This task is in group (project) list.
  • The More link can be used to specify additional task parameters:

    The Observers mini-form contains the persons who will receive notifications (PM’s) about the task progress.

    To start the task again after a required time period, use the Repeat task option.

    Sometimes a task must not start until another task is completed and closed. If this is the case, use the Previous Tasks link to specify the task dependencies.

    The Parent Task link allows to select a task to which the current task will be related as child. In other words, if you select a parent task, the current task will become a subtask of the former.

  • Click to save and assign the task.

  • Editing a Task

    To edit a task:


    Creating a Subtask

    Subtasks come in handy when a strict control is required over complex and sophisticated tasks. Such tasks can be split into several simple ones thereby streamlining the task workflow. What is more important, the subtasks can be assigned to different employees or departments which brings the flexibility of the underlying business process to a higher level.

    Attention! The parent task acts as a grouping container; the subtasks are independent of each other.

    To create a subtask:

    • select a parent task in the task edit form. This will essentially make the task being edited a subtask;
    • or by clicking Create Subtask in the task view form;
    • or by clicking the quick subtask button right in the task list.

    The subtask will show “inside” the parent task:

    Calendar

    Watch video

    Use the Calendar link to create as many calendars as you need and view the events of all of your calendars on a unified grid:


    The Calendar Parameters

    Click the Settings button (seen as ) to edit the calendar parameters:

    • Invitation Calendar: specifies the calendar that, once an employee (for example you) has been invited to an event and the employee accepts the invitation, will contain and show the event;
    • Highlight unconfirmed events: adds a more positive visual hint to unconfirmed events: such events will show blinking;
    • Show external connection bar: uncheck this option to hide the external sync options (Outlook and mobile devices) on the calendar main page;
    • Show events you have declined: to hide events in which you have chosen not to participate, uncheck this box;
    • Show past events in gray: shows the events in the past as "disabled".
    • Configure favorite calendars: brings up the Favorite calendars form:

      Feel free to add any calendar to this list, even a calendar of any of the employees. Start typing the name, login or e-mail in the search box and then select in the list a person you are looking for:

      Select his or her calendar in the list and click Add.

      The company wide calendars can also be added to Favorites.

    • Configure external calendars(CalDAV): connects to an external calendar for synchronization;
    • Reset personal settings: this link will revert all of the parameters to their initial values. This may be of help to those users who did something wrong to the configuration and cannot remember what exactly. Things happen, you know. A user will have to confirm the reset:

    Using Calendars

    The system can support multiple individual calendars for each of the existing event types; show them on a unified grid; save the most important calendars in Favorites for faster access.

  • Creating a Calendar
  • Connecting to External Calendars
  • Adding Calendars to Favorites
  • Managing Calendars

  • Creating a Calendar

    To create a calendar, you will click the add link in the calendars bar:

    or click the Add drop-down arrow and then select new calendar in the menu:

    Any of the two methods will show the calendar properties form. Enter the calendar name and description. You may select a distinctive color if you like:

    The Enable calendar export option, if checked, effectively allows the MS Outlook calendar to connect to this one. Select the relative age of events to be exported in the Export events list.

    Attention! Outlook 2007 or better is required for fully functional integration.

    Use the Add to favorites check box to automatically add the new calendar to your favorite calendars for easier access.


    Connecting to External Calendars

    Any external calendar can be connected as long as it supports CalDAV protocol (e.g. Google calendar).

    To connect, select external calendar (CalDav) in the menu:

    This will open the External calendar connections form:

    Specify here:

    • the calendar name as it will be seen everywhere;
    • the connection URL. For example: a Google calendar connection URL would be something like this:
      https://www.google.com/calendar/dav/YOUREMAIL@DOMAIN.COM/user;
    • enter the user name and the password for connection using the URL;
    • Click Save.
    • If everything is correct, the calendar list will show the external calendar, and the event grid will show the calendar events.


    Adding Calendars to Favorites

    Add your (and other employee's) calendars to Favorites for faster access.

    To find and add calendars, click the configure link in the favorites box:

    Alternatively, start by opening the configuration menu button () and selecting the Configure favorite calendars menu item.

    The favorite calendars form will show up:

    Feel free to add any calendar to this list, even a calendar of any of the employees if you have sufficient permissions. Start typing the name, login or e-mail in the search box and then select in the list a person you are looking for. Select the required calendars in the list and click Add.

    To remove a calendar from Favorites, use the eponymous menu command:


    Managing Calendars

    Use the calendar action menu to edit and manage the calendars:

    • Edit: opens the calendar properties form which is mostly similar to the one used when creating a calendar. For an existing cal3endar, however, there are two extra elements: a Delete calendar link and the access permissions configuration tab:

    • Add to Favorites / Remove from Favorites;
    • Outlook Connection: creates a bidirectional connection to MS Outlook for event synchronization;
    • Delete: deletes the calendar.

    Events

    Any calendar can be used to show and manage events. Event Scheduler will help you plan and manage public events featuring virtually unlimited number of guests.

    It is noteworthy that besides events the calendars may show tasks, for example:

    The tasks are always on the bottom of the calendars view.

    You will find detailed information on using tasks here.


  • Adding Events
  • Managing Events
  • Event Scheduler

  • Adding Events

    An event may take several hours, a whole day or it may span several days in a row. Use one of the two methods to add an event.

    Method 1

    • Select and click the day for an event on the calendar grid. The new event dialog box will show up:

    • Set the event name and select the calendar to which the new event will be attributed. Specify if you will be available for the time of the event.
    • Note: for multiple day events click the More link and specify the start and end dates (see Method 2).

      Otherwise, you can set the event duration directly on the calendar. Press the left mouse button on the event start day and drag to the last day while holding the left mouse button down. Once you have released the mouse button, the system will open the extended event creation form showing the selected time span.

    • Click Add.

    Method 2

    • Click the Add button in the top right corner of the calendar (or click the drop-down arrow and select new event):

      The extended event creation dialog box will show up:

    • Specify the start and end dates (the latter is optional). If your event is to be scheduled for certain time, set it using the clock button.

      Other fields on this tab are similar to the simplified event form described in Method 1.

    • Add the event description.
    • On the Guests tab, select the event participants. Click Add attendees and start typing the person's name. Select the required participant in the quick search list. Add all the persons you would like to invite in the similar manner:
    • Alternatively, you can use the company structure tree to select and add the attendees:

      A good idea is to make your invitation more human-like, textually attractive and pleasing to the readers. Click Add invitation text and compose a message to the persons you are about to invite.

      This meeting is public: to enable other users to take part in the event, check this box.

      Notify when attendees confirm or decline invitation: check this box if you want to receive messages when a person you have invited accepts or declines your invitation.

      Ask users to reconfirm attendance: check this box and click Save to send the invitation to all the attendees again. This option is only available when editing an existing event.

      The users you have chosen will receive the message with links whereby they can accept or decline your invitation. Once a user has decided his or her fate (well, in fact the outcome decides the fate of your event) the attendee list will show the guest status:

      : the person has confirmed their attendance;

      : the person has refused to attend the event;

      : the person is still deciding.

      To remove a person who is deciding too long (what other reasons to remove a guest could there be, right?) click the cross button:

    • An event has some other useful parameters to configure. Click the More tab:

      • Reminder: pretty obvious. Specifies to send a message to let you know you'll be having an event soon.
      • Recurring event: can be used to specify that an event will occur again after some time. An example of a recurring event would be your birthday.
      • Special notes: besides the obvious priority parameter, this group has an option to make the event private. Any information on a private event is "classified"; only the start and end dates and the person availability is visible. As you can see, it in fact makes a private event quite "unclassified".
      • More: if you need to bind the event to a CRM element, click Select to find and attach one. It will mark the event in the grid with a three-character chevron "crm".
    • Click Save.

    The new event is now visible in the calendar grid.


    Note: for even more advanced control over the event parameters and schedule, use the Event Scheduler.

    Managing Events

    To manage the event directly in the calendar grid, hover the mouse pointer over the event. You will see the controls appearing over the event area. The following commands are available:

    • click the colored field to view the event details:
    • - opens the event for editing. The event edit form is the one you were using to create the event;
    • - deletes the event.
    • Note: the last two commands are functionally analogous to the Edit and Delete links in the event properties window.


    The Event Scheduler

    While the quick and dirty way to create events described in the previous chapter may be neat and easy, it provides no visual cues as to availability or presence of the persons invited to attend the event. That's why the system includes the Event Scheduler - a special feature designed to manage public events.

    To open the scheduler:

    • click the Add button and select event using Event Scheduler in the menu, or
    • when creating an event using the event edit form, click the Event Scheduler link on the Guests tab:

    In the scheduler window, set the following parameters for the new event:

    • the start and end date and time for the event;
    • the event duration (in minutes, hours or days);
    • the event location.
    • Add event attendees just as you would do it in the event edit form.

    Once you have done adding guests, the public event will appear on the scheduler grid. You can change the grid scale so that the event is fully visible.

    If the persons you have added to the event guest list won't be available at the time of the event, they will be highlighted with red:

    In a situation like this, the best thing to do is lock the event duration and drag the event (using the mouse) on the grid to the time when all the persons are available to participate in your event. A good event whose times are correct and all guests are available is shown in green:

    The following figure illustrates the use of the mouse for adjusting the event date and time:

    Exporting the Calendars

    The calendars the intranet users create and use can be exported to multiple formats and devices.

  • Export to MS Outlook
  • Export to iCal
  • Connecting calendars to mobile devices
  • You will find the calendar export controls just below your favorite calendars:


    Export to MS Outlook

    Attention! Outlook 2007 or better is required for fully functional integration.

    You have to export the calendars from Bitrix24 before you can synchronize events of these calendars with the MS Outlook calendars.

    • Open the page containing the event calendar to be exported. Open the calendar's action menu and select Connect to Outlook:

      Otherwise, you can just select the required calendar in the Outlook connection form:

      This will start MS Outlook showing the following message box:

    • Click Yes to connect the calendar, or Advanced... if your calendar or system needs more configuration options:
    • Enter the folder name (which is in essence the calendar name) and the description. Click OK.
    • Once you have finished configuring the connection, the calendar will appear in MS Outlook showing the events on the calendar grid:

    • Export other calendars you want to show in MS Outlook. If you choose to display multiple calendars on a single grid, the MS Outlook calendar will just like the intranet calendars:

    Whenever a new event is added to the MS Outlook calendar, this event will automatically show up in the intranet calendar. Consider the following example.

    • Choose the day for an event and double-click the day on the calendar grid in MS Outlook. The new event form will open:
    • Fill in the fields: Subject, Start time, End time, Description.
    • Note: you can provide information in the Location field, however it will not reflect in the intranet events.

    • Click Save and Close.

    As you can see, the new event is now visible in the MS Outlook calendar:

    Once the event has been added to MS Outlook, the system will synchronize it with the intranet calendar. You can view the synchronization progress in the MS Outlook status bar:

    The portal calendar will display this event as soon as synchronization has finished.


    You can manage your events in MS Outlook as easily as you would do that in the portal calendar.

    In MS Outlook, double-click the event you want to modify. Edit the event parameters in the event edit window and then click Save and Close.

    To delete an event in MS Outlook, simply select the required event and choose Delete in the menu.

    Any action you perform on an event will automatically run synchronization so both calendars in MS Outlook and in the portal are intact.


    To turn off calendar synchronization (between Bitrix24 and Outlook), the connection needs to be turned off in Outlook. Open the Calendar section of Outlook, right-click the name of the calendar and choose Delete from the drop-down options:

    After confirming deletion, synchronization will be turned off.


    Export to iCal

    The Export to iCal menu item is only available if you have enabled export in the calendar parameters (see the Enable calendar export option).

    To export the calendars:

    • Select Export to iCal for the required calendar.
    • In the message box, cope the link to the Clipboard:
    • Run MS Outlook and open Tools > Account Settings....
    • Click the Internet Calendars tab and click New....
    • Paste the calendar link you have previously copied:
    • Click Add. The Subscription Options dialog box will open, set the Folder Name and Description for the calendar being imported.
    • Save changes. The calendar is now connected.

    Connecting Calendars to Mobile Devices

    Bitrix24 supports CalDav protocol to connect the intranet calendars to mobile devices.

    Open the mobile connection menu and select the calendar you want to connect:

    Now, thoroughly read the instructions:

    • Apple Devices: iPhone, iPad

        To add the selected calendar to your Apple device:

      • Click Settings and select Mail, Contacts, Calendars > Accounts.

      • Click Add Account.
      • Select Other > Add CalDAV Account.
      • Specify your Bitrix24 domain as server (https://intranet). Use your e-mail and password.

        Note: New Apple devices will take it from here and connect on their own. For older versions, specify the link (see 4 in the connection instructions) in the account extra parameters.

      • Set the authorization method to SSL.

    • Mozilla Sunbird
      • Run Sunbird and select File > Create > Calendar.
      • Select On the Network and click Next.
      • Select CalDAV format.
      • In the Location field, enter the link (different for different users) and click Next.
      • Give your calendar a name and select a color for it.
      • Enter your user name and password.

    • Connecting Calendars to Android Devices

      Android devices don't support CalDAV out-of-box. You will have to use third-party application or services to connect calendars over CalDAV.

      To synchronize a calendar using Google services, configure your Android device first and then set the calendar for export on the intranet side.


      • On your Android device, open Settings and click the Accounts and sync tab.
      • Click Add Account.
      • Select Google Accounts.
      • Specify your e-mail address and password you use to access Google services.
      • Check the Sync Calendar box.

      Now configure your intranet calendar:

      • Select Calendar > Add > External calendar (CalDav) in the menu.
      • Follow the instructions and provide the required information:
        • the calendar name;
        • the external calendar connection URL: https://www.google.com/calendar/dav/YOUREMAIL@DOMAIN.COM/user (this address must be the same as specified on your Android device);
        • the same e-mail address and password you specified on the Android device.

      The calendars will now synchronize automatically.

    Conversations

    The Conversations page contains tools you will use to send messages to other intranet users, and read the posts and comments left by your colleagues:

    The posts you create will be visible in Activity Stream.

  • Posts
  • Viewing the Post Details
  • Adding a Post
  • Editing a Message
  • Post Comments
  • Managing Comments
  • Polls
  • Appreciation

  • Posts

    Viewing the Post Details

    To view the post details and comments, click the post title while on the Conversations page. With untitled posts, click the date the post was added:

    Use the buttons All, My, Incoming at the top of the Conversations page to show the posts based on their disposition.


    Adding a Post

    To post to Conversations, click the first mouse button in the big text editor field titled Send:

    • To add a title to your post, click More and select Topic:

      This will make the message title input box available:

      If you don't need a title for your message, simply click the close (x) button in the field.

    • Type in the message you want to share. To add more rich formatting to your text, click More and select Visual editor.

    • To attach files to your message, click . This will make available a special area to which you can drop files directly from your computer's file manager (for example, Windows Explorer if you're using Windows):

      However, not all browsers support drag'n'drop feature. If you cannot drop anything (just like in outer space), you can click the banner text and choose a file to attach using the common file dialog.

      Once the file has been uploaded, the system will show the place that your file is currently living in: In this message. You can move the file to some other suitable habitat by clicking the file name. The folder dialog will open:

      Open the folder to which you want to move the file and click Select current folder.

      You can attach to your post any document from the library (assuming you have enough permission for a file you want to add). Simply click Select document from library, find and confirm the required file.


    • To add a hyperlink, click . The link properties dialog box will show up:

      Enter the link text as it will be visible to the readers, and the link URL.


    • To add a picture to your message, click .

    • To mention another user in your post, click .

      The marvel of mentions is that once you have published your post, the mentioned user will receive a notification enabling him or her to join the conversation immediately:

      So, repeat after me: to add a mention, click . To add a mention, click . After you finish your mantra, really click that button. This will do some magic and open the user selection dialog:

      If you have previously used this dialog box, you can choose a user from one of the recently used ones (Recent). The Employees and departments tab includes all the persons currently on the list in the company structure. Lastly, you can quick search by typing the user name in the input box.

      In the post body, the selected persons' names will show as links:

      The link text can be changed as you like. For example, you can make it sound more friendly (less formal).

      You can add as many mentions to one post as you need.

      Hint: to quickly add a mention, type @ followed by the person's name.

      The mention links are visible to anybody having enough permission to read your post.


    • To add a video to your post, click to open the Insert Video dialog box:

      Specify the video URL as shown on the figure above. Change the video window size if required.

      To insert a video that you did not upload to any public service, upload the video file to Document Library, then use the action menu command Copy Link. Paste the link in the insert video form.


    • - this button formats the selected text as a quote:


    • - this button adds tags to the post. This will help the Search module better understand the post text while adding it to the search index. Type in the tag:

      and hit Enter. The new tag will appear below the message text:

      To add another tag, click Add more. To delete an existing tag, click the close (x) button right beside the tag text.


    • To: this field can be used to restrict viewing access to the post. By default, a post is visible to all.

      Note: to prevent your post from being viewed by unauthorized persons, be sure to remove the All employees chevron by clicking the close (x) button on it. If you don't do it, your text would be seen by anybody.

      Click the Add more link to open the user selection window:

      Start typing the person's name for quick search, or select the person from the structure and confirm your selection. The person will be added to the list of recipients.

      Here's a good hint: to send a post directly to a workgroup, select one on the My Groups tab.

    Now click Send to make your contribution to Conversations.


    There's a quick and dirty way of posting a message. Do you notice the Send message text in the box right under the Activity Stream?

    Click it, type it, send it. Voila.


    Editing a Message

    You will edit your post in the same edit form as you have used when creating the former. Select Edit in the menu:

    To remove a message from this plane of existence, select Delete.


    Post Comments

    Comments added to a message can be seen in the conversations view as well as in the message details form.

    To comment on a post, click Add comment below the message text. The commenting form will appear:

    Enter your comment and click Send.


    Managing Comments

    To manage comments, use the menu that appears when you hover the mouse pointer over the down arrow:

    • Link - sets the text in your browser's address bar to the exact link to the selected comment;
    • Edit - opens the comment for editing;
    • Hide (Show) - can be used to unpublish a comment or show it back. Notice that this feature is available, and the hidden comments are visible only to power users with administrative permissions.
    • Delete. Guess what? this one deletes the current comment.

    Polls

    To create a poll, click the Poll button. The post edit form will expand to unhide special controls that you will use to ask questions to feed your curiosity. There's no guarantee you'll get any feedback, though:

    All you need to do is fill in the fields: your question and the possible answers. A single post may include multiple polls.


    Appreciation

    To bestow an award upon a user for certain deeds or feats, click the Appreciation button:

    Select the Recipient from the company structure. Pick the most appropriate medal. A single award can be sent to multiple employees.

    Mail

    Watch video

    E-mail services

    You can connect your personal email inbox to the portal so that you will have an indicator of new messages in the menu and a convenient link to open your regular email client.

    To connect a mailbox:

    • Use the Mail item in the left menu, or click E-mail integration options in the user menu:

    • Select one of the e-mail services you use for your correspondence.

    • Provide logon information for your e-mail account.

      When using an IMAP server, specify the following additional parameters:
      • E-mail server web interface URL: the URL of a web site or web interface for user with this web server. This link will be used for redirects when viewing the e-mails.
        Example: https://mail.google.com/
      • IMAP server address: the address of an IMAP server to query for new e-mails.
        Example: imap.gmail.com
    • Once the parameters have been saved, the left menu will show the number of new messages beside the Mail menu item. Click it to view your e-mail in a new tab.

    To edit e-mail connection parameters, select E-mail integration options in the user menu.

    @bitrix24.com mailbox

    Each Bitrix24 user can create his or her own @bitrix.com (de, ru, ua) mailbox.

    Enter your desired mailbox name and create a password for it:

    The system will confirm the creation of your mailbox:

    Complete your registration by filling out the form that appears when you click View e-mails:

    Bitrix24.Mail is ready for use!

    Mailbox with your own domain

    Suppose that your company has its own domain: mycompany.com. You can use Bitrix24 to create mailboxes using that domain (v_morrison@mycompany.com, a_boston@mycompany.com).

    Enter your domain name and check whether employees will be allowed to create their own mailboxes:

    Follow the ensuing instructions to Confirm ownership of the domain and Configure MX records:

    Set up Outlook to connect to Bitrix24 mail

    Add your mail account to Outlook to enable the usage of the Bitrix24 mailbox in Outlook. To enable it, click File in Outlook:

    Select manual set up and click Next:

    Select Internet E-mail:

    Note. If you connected your own domain, select the second option and contact your administrator.

    Click Next.

    Indicate all the necessary settings in the next window:

    Let’s consider some of them:

    • E-mail Address – indicate the address of the box to be connected.
    • Account Type – it is recommended to use IMAP:

    • Incomming mail server – for Yandex it is imap.yandex.com.

      Note. If you use POP3 protocol indicate pop.yandex.com.

    • Outgoing mail server – for Yandex it is smtp.yandex.com.
    • User Name – type the full name of your mailbox in Bitrix24.
    • Password – type the password of your Bitrix24 mailbox.

    Click More settings... button and in Outgoing server bookmark indicate the parameters shown in the screenshot below:

    On the Advanced bookmark indicate the ports and encrypted connection type according to the screenshot below:

    Note. For a POP3 account, the following ports are indicated:
    • POP3-server: 995;
    • SMTP-server: 465.

    Save the changes and click Next.

    You will be notified about the mail check results:

    After the successful creation of the account, the following window appears:

    Now the connected mailbox is shown in Outlook:

    Additional options for administrators

    Users with administrator rights (an option is visible in the Employee profile) can create, edit and delete mailboxes for other users with either an @bitrix domain, or a corporate one.

    Workgroups

    The workgroup is a virtual community of users created for discussing and solving of defined issues, goals and tasks.

    By uniting users into workgroups for collaboration and projects, all the communications and data related to a given project or team is organized in a single place. All tasks inside the group can be viewed in relation to each other and access to information can be shared to users outside the group if needed.

    Groups have individual permission settings and roles such as moderators, owners, and members. New members are added via invitation.

    The following features are available for each workgroup:

    Click to Enlarge

    Group members will see all group activities in the Activity Stream with other updates, and on the group's main page there is a specialized activity stream that shows only group activities. This allows users to keep abreast of events, without excess navigation.

    After starting the service, there are several preset working groups which can be edited or deleted. An unlimited number of workgroups can be created, and existing groups can be moved to the Extranet to be shared with third parties, or archived after the project is finished.

    Click to Enlarge

    Any user may create a workgroup and be its owner.

    New group creation

    To create a new workgroup:

    • Choose the Group item from the drop down list of the Create button or the Create Group button in the Workgroups > All Workgroups page.

      Croup item Create Group button

    • When the group creation form opens, enter the group name and description, specify if the group is visible to all users and if it is public.

      Visible to all means that the group is visible to all users who have an active account in your Bitrix24 instance. Otherwise, the group will be visible only to its members and users with administrative access to your intranet instance.

      Leave the Public group option unchecked if you require membership pre-moderation.

      New group description

    • Specify what features should be available in the group in the second tab of the form. Features can be enabled/disabled and access to them can be set at any time after the group is created.

      Group features

    • Invite users to the group in the third tab. Group Invitations will be sent to users via the instant messenger and users won’t become group members until the invitation is accepted.

      Group members

    • Specify keywords and who can invite users to the group in the fourth tab.

      Group tags

    • That is all. Save settings and begin collaboration with colleagues.

      Click to Enlarge

    Extranet workgroups

    Extranet is a web zone inside your Bitrix24 instance created so that company employees can productively collaborate with authorized users from third parties such as clients, suppliers, or partners.

    The extranet is based on the workgroups. External users are invited to a workgroup, communicate with the workgroup members and are allowed access only to that workgroup and their own profile.

    For example, web studios can create a separate workgroup that is available in the extranet for each project, invite clients there, discuss the project, store related documents and media files, manage tasks, schedule events, and so on.

    Extranet Scheme

    Each Extranet workgroup is divided among employees and outside users. The activity stream in the group’s main page shows the workgroup’s events. Employees who are members of the Extranet group will see its activity in the main Activity Stream, noted as coming from the Extranet. Extranet users will see the activities of the workgroup(s) in which they are members, members of these groups, and their own profile.

    Messages can be sent to and from Extranet users, but only by employees who are members of the given Extranet group. Furthermore, tasks from the extranet group are listed and marked clearly in each employee’s personal task section.

    Bitrix24 for an external user:

    Click to Enlarge

    Bitrix24 for an employee (internal user):

    Click to Enlarge

    The number of groups in the extranet is not limited. External users can be admitted into multiple groups if needed. After a group has completed its work, it can be saved as an archive and restored later if necessary.

    Intranet user vs Extranet user

    The Extranet in Bitrix24 lets outside users, like contractors, clients or business partners have limited access to you intranet for the purpose of mutual collaboration, discussions and content sharing inside the limited boundaries of extranet workgroups.

    When you create extranet groups and invite external users, your employees and extranet users are able to participate in discussions, share files, create tasks, post messages and perform other collaborative activities inside that extranet group. Even though tools available to external users are very similar to the ones that intranet users work with, there are several important distinctions and limitations:

    Tool IntranetExtranet Notes
    General
    Viewing user profiles + + Extranet users see profile information, drive, tasks and conversations only.
    Activity stream + + Extranet users have access to all activity stream features except badges and calendar events.
    Tasks + + Extranet users can create tasks for those who are in his or her Employee/Contact list. Inside extranet workgroups, tasks created can involve only members of those groups.
    Calendar +
    My Drive + + Extranet users can set access rights for their files and folders but they can not make their folders ‘shared’.
    Company Drive +
    Mail +
    Conversations + + Extranet users can address posts and messages to those who are in their Employee/Contact list or to the entire extranet workgroup only.
    Business processes +
    Photo + Extranet users can access photos inside their workgroups only.
    CRM +
    Workgroups/Projects
    Workgroups +
    Extranet workgroups + + Extranet users have full access to the contents of the extranet workgroups they are members of without any restrictions, unless access rights within the particular workgroup have been set otherwise.

    Tools available inside extranet workgroups include Drive, Tasks, Photo, Calendar, Conversations, Lists, and Wiki.
    Company
    Employees + + Extranet users see only employees who are part of the same extranet workgroups as they are.
    Contacts + Extranet users see only external users who are part of the same extranet workgroups as they are.
    Company structure +
    Worktime +
    Lists + Extranet users are able access Lists inside their extranet workgroups only.
    Meetings and briefings +
    Absence chart +
    Communication
    Notification settings + +
    IM/Chat/Audio&Video calls + + Extranet users can contact those who are in their Employee/Contact list. Audio&video call availability depends on browser used and browser and web camera settings enabled/disabled.
    Telephony +
    Bitrix24.Network + +
    Mobile apps + +
    Desktop app + +

    In the onsite version of Bitrix24, it is possible to set up 'content' pages in the extranet (especially using the classic interface) which are accessible to all extranet users of all groups. Such pages could include things like a document library for downloads, web forms, or other static or dynamic information.



    Extranet group creation

    To begin work with the extranet:

    • Specify that the group is available in the extranet in its settings (this can be done with a new or with an existing workgroup)

      Group is available in extranet

    • Invite external users by sending them messages via e-mail

      External users invitation

    • Participants can follow the link from an invitation and immediately create their own password, fill in their user profile, and start working inside the group to which they were invited

    CRM

    CRM (Customer Relationship Management) is a class of software which provides structure and coherency in the management of business contacts and potential contacts. “Leads” obtained through any number of methods can be entered into the system, assigned to responsible employees, and developed into clients, customers, or partners with a full record of all interactions. The CRM organizes information about customers and the various interactions with them from the qualifying stage through closing of sales. The fundamental process which a CRM enables is the development of a potential client (a sales ‘lead’) into a paying customer.

    The CRM (Customer Relationship Management) System in Bitrix24 handles interactions with clients and potential clients, and/or with partners, journalists, and other persons. Its objective is to provide a convenient and transparent tool which improves relationship quality and therefore the bottom line.

    Leads

    A lead is a CRM object containing information (telephone number, email, website) of a person or company who has the potential to become a customer – that is, to complete a deal. A lead is the beginning of the process, thus the information contained in a lead may come from a business card collected at a conference, the company website, or a phone call coming in to the sales department.

    Leads can be assigned various statuses which determine how the lead will progress through the CRM. At some point, a lead will either be removed from the system (junk) or converted to a Contact, Company, or Deal.

    Click to Enlarge

    Leads can be added automatically using data from forms on your web site. If your website is based on Bitrix Site Manager, setting up integration with the CRM is done in the Web Forms module. Otherwise, you can transfer data to the CRM using the Rest API, which is also simple to set up.

    Watch video

    More details about lead creation from web forms can be found here.

    More details about using the Rest API can be found here.

    Contacts

    The customer relationship starts with making contact with a person who is either the client or a representative of the client. Contacts can be displayed in a list view where individual and mass operations are available, and contacts can be added, imported, or exported.

    Like other CRM objects, Contacts can be opened from the list and further modified, converted, or have an event attached to them.

    Click to Enlarge

    Companies

    A Company is a CRM object holding data and the history of interaction of a company. As with Leads, a list of Companies can be viewed and various operations can be performed on them.

    A company is generally a large record in the CRM, since it can contain several contacts and deals, and their histories.

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    Deals

    A Deal is a CRM object containing the interaction with a Client or Company pertaining to a transaction. A Contact or Client may have any number of associated Deals.

    Deals can be viewed in list form, edited, and exported. A deal can be added by hand or initiated through the conversion of a lead. Deals proceed through a number of customizable statuses, and rules for working with Deals can depend on the status.

    Click to Enlarge

    Activities

    Activities encompasses all actions on objects, that is, calls, tasks, meetings, and emails are all grouped together as Activities. By grouping these communications together, sales agents can plan their work for each contact or lead, etc.

    On the page named My Activities, all the sales agent’s activities for all leads, contacts, and other CRM objects are listed. This list can be filtered and sorted so that the sales agent can immediately see what is of highest priority, and what specific task is at hand for clients, deals, etc.

    Click to Enlarge

    In the CRM object lists, whether for deals, leads, contacts, or companies, there is a column, Activity. When viewing a list, the sales agent can immediately see which records have an upcoming activity. Furthermore, the activity, for example a phone call or email, can be performed and logged directly in this list.

    Events may be also added directly from the lists of CRM objects using the action button menu.

    Quotes

    Quote – a document convenient for formalizing the conditions of purchase for the client, and mandatory when dealing with any organization that uses purchase orders as the preferred payment method.

    Watch video

    Quotes are a separate CRM entity and are another important step toward accommodating a truly comprehensive sales cycle. Creating and sending out sales quotes to clients is usually the last step before receiving payment and invoicing.

    Click to Enlarge

    Creating a quote can be done from the main CRM menu, the Quote list, or from within a CRM object (Contact, Company, or Deal).

    You can create a quote and send it CRM clients via email, download it as a PDF, or print it.

    Your logo, stamp, signature, and custom fields can all included in the printed form of the quote by configuring them in the CRM settings (CRM -> Settings -> Payment and invoices).

    Over the course of finalizing a deal, several quotes may be sent to the client, and once a quote is confirmed by the client, it is very simple to create an invoice based on that quote. All data from the quote is automatically transferred to the invoice, so no repetitive data entry is required.

    The product table is an important element in this document. You can not only choose a product from the catalog, but also create a new product which will be saved only inside this quote – meaning that you have the flexibility to create a unique item and put it in the quote without having to add it to the catalog. So, for example, you can use an additional row in the quote to indicate delivery charges or package and handling.

    This table allows you to apply a discount on a particular item and to show taxes; the prices and totals are calculated dynamically.

    If you are working with an “Item-dependent tax (VAT)”, then the tax on an item can be applied either on the entire document (all items in the quote), or you can turn it off for selected items. Options for applying tax rates to separate items within a single quote are configured on the tax page in the section: CRM -> Settings -> Taxes.

    Invoices

    The CRM supports sending invoices directly to clients for payment of products and services.

    With the invoice functionality you can:

    • Issue invoices directly from the CRM
    • Follow the entire sales process – from incoming lead to sending an invoice
    • Save all invoices in a single place and find them easily using search
    • Send invoices to clients by email, print them, and save them as PDFs

    Creating invoices

    You can begin creating a new invoice by clicking on the corresponding location in the CRM’s top menu.

    When you create an invoice, you can choose the contact or company to which the invoice will be sent, sel ect the associated deal, and enter the expected payment date, status, payment method, and more.

    Note that some fields will be filled automatically when the Company or Contact is selected.

    For example, the field Banking details is filled in with data from the company selected, the payment method can be selected only after the Contact or Company to be invoiced is chosen.

    In the invoice creation form, you can choose not only existing contacts and companies, but also create new ones on the spot. For example, if an order is placed by telephone, the sales associate can open an invoice form and initiate all other actions, such as creating a new Contact or Company, directly from the invoice form. Products and services can then be added and the new invoice sent to the client.

    Creating an invoice based on a Deal, Contact, or Company

    The detail page for these CRM objects now include an Invoice tab, where all invoices associated with these contacts, companies, or deals are kept.

    Here you can create a new invoice which will automatically include the information from the CRM object on which it is based.

    Working with invoices

    After an invoice is created, a number of standard operations can be performed with it.

    The Invoices page has all invoices which have been created in the portal. Each manager can see only those invoices to which permission is granted. Supervisors can see all invoices.

    A filter allows location of individual invoices or sets of invoices quickly simply by showing the desired parameters.

    Sales associates can easily change the status of the invoices, edit fields, view, download, and print.

    Likewise you can send invoices to clients via email simply by clicking on the Send e-mail button.

    An invoice can be closed when paid, or deactivated. Changing statuses is as simple as changing lead status or deal stages using the indicator.

    Configuring invoice fields

    On the CRM –> Settings page, there are some items which affect invoices. You can configure the geographic areas for taxes (locations), tax rates, payment methods, invoice statuses, etc. here.

    As always in the Bitrix24 CRM, all the default values can be changed, and new ones can be added.

    Invoice statuses

    Invoice statuses are created and modified in a section of Selection Lists.

    Currency

    The currency in which the invoice is set is indicated in the CRM -> Settings -> Currencies section, it is named the Default invoicing currency.

    Taxes and locations

    When you are generating an invoice, you can include taxes which are set up in the: CRM -> Settings -> Taxes:

    Note: when you first open the page with the list of taxes, you will be offered to create or upload locations (regions) which influence the tax obligations on transaction (in-state, out-of-state, for example). Follow the instructions.

    The Bitrix24 CRM supports two types of taxes:

    • Location-dependent tax (sales tax). This tax is applied to the total order amount. The tax rate depends on the customer location.
    • Item-dependent tax (VAT): This tax is specified and applied to each item individually.

    To choose between these, click Settings in the context panel and the following popup will appear:

    Note: The system can only employ one of these tax regimes.

    When using the first option (location-dependent), a field will appear in the invoice creation form asking for the location. The appropriate tax will then be applied.

    Note: location-dependent tax rates, which are assigned to each location listed, can be created only after a location tax is entered and saved in the system.

    When using an item-based tax (like VAT), a tax rate is assigned to each individual product in the creation/modification form of that product:

    Payment options and company details

    Currently the system does not support any payment systems except bank transfers. For this, there are special handlers vary according to the languages supported by Bitrix24.

    There are 2 options for bank transfers, depending on whether the object on which the invoice is based is a Contact or a Company in the CRM.

    Depending on the recipient of the invoice, different payment methods will be available in the invoice creation form.

    In the payment method form, you can indicate the contact or company details (your company as the supplier of goods or services), a logo or stamp, the name of the director or financial officer and their signature as an image file. This information will be visible in the pdf version of the invoice.

    Events

    Events (CRM -> Events) show changes made to objects in the CRM as well as activities (interactions) associated with them.

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    Catalog

    The catalog lists products and services involved in deals. That is, sales managers can select items from the catalog list when creating a deal.

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    Reports

    Reports are one of the most important parts of the CRM system, since it is reports that allow prognosis and analysis of all work with clients and, in turn, optimization client interactions at individual stages or systematically.

    Bitrix24’s CRM has a report builder for the following types of CRM elements: leads, deals, products, invoices, activities. Using this tool, you can create customized reports which provide insight into critical processes. The CRM includes 9 standard reports, as well. You can use these reports as they are or as templates for customized reports.

    To work with CRM reports, navigate to the page CRM -> Reports. Available reports are visible here. If no reports are created yet, a button will offer to launch a wizard that creates the standard reports. We will not discuss the standard reports. You can get familiar with them in your Bitrix24 instance.

    Click to Enlarge

    Here we will look at the report builder.

    Click to Enlarge

    When creating a new report, you need to name it and indicate a reporting period (e.g. week or month).

    The Columns section configures the reports columns:

    • The Calculate column option lets you show a value in the report that is calculated using other values. This could be a sum or a count of unique values in the column.
    • The arrow buttons let you modify the order of the columns in the resulting report.
    • To change the name of a column or to delete it, use the control buttons to the right of the column name:

      Note: for data types that show numbers, you can display the value as a percentage using the % control button:

    • The Add button adds a new column to the report.

    The Filter section allows filtering parameters in the report:

    • The + and allow adding additional conditions to the filter or deleting an existing condition. When multiple conditions are entered, a drop-down list appears which allows you to choose the limitations of the results in the report according to all, or any subset of the chosen conditions.

    • The and/or button builds the condition tree:

      In the above example of building a report, the following conditions are applied:
      (Responsible person = Alex Boston and Deal stage = Closed Won) or (Responsible person = Ian May and Deal stage = Closed Won).
      Note: the level of ‘nested’ conditions is arbitrarily limited to 4 levels in order not to complicate the interface.
    • The Change filter in reports option lets you change applied conditions in the filter panel and change them directly while viewing the report.
    • Using the Maximum items option, you can limit the number of items which show up in the report.

    The report builder allows reports to be previewed.

    Data in the report changes in real time depending on changes in the CRM. Each user can build reports and see results corresponding to all the CRM items to which he or she has access.

    By default:

    Managers (Sales managers) can build reports based on their own activity.

    Department heads see reports which include all the activity of their subordinates.

    Chief Executive and Administrator roles see all applicable CRM data in reports.

    Sales Funnel

    The sales funnel is a report which visually represent the number of deals at various stages along with their amounts.

    There are two funnels created for the two end results possible. The % column indicates the percentage of deals at the given stage, and lower, from the total number from both funnels. Deals which are in progress or which have completed successfully are shown in a funnel with any number of stages.

    Click to Enlarge

    Deals which have been made inactive or been closed without success are shown in a separate funnel.

    Duplicate detection

    When working with the CRM, checking for duplicates is important. Often a single Lead or Contact has multiple employees working with it, and so it’s important that all the information related to the client is located in a single record.

    Even if there is only 1 sales agent, it is impossible to remember all the clients that have ever been registered. Repeated correspondence and confusion in communication can result, wasting time and energy.

    Bitrix24’s CRM has a duplicates checker (which works when new objects are created – Leads, Contacts, or Companies), searching and merging duplicate entries that can be performed at any time.

    Duplicate prevention

    When a new object is created, the system indicates whether a similar object has already been registered, along with information concerning the data fields which match (first or last name, company name, email, and telephone number).

    Aside from this pop-up, if a new object is being created by hand, and some fields are skipped in the interest of quickly entering the data, the system will show a list of potential duplicates when the new object is saved.

    If a suggested match is indeed a duplicate, then quick editing of the existing object can be performed by clicking on it.

    If a sales agent enters data that matches an object to which he or she does not have access, the system will still show some basic information from the object and provide a link to the manager responsible for the existing object, so that a discussion about work with the given client can be initiated.

    If you are sure that the match(es) is not a duplicate, then you can ignore the suggestion and save the object.

    Checking for duplicates lets you avoid creating multiple records of single clients and saves time of sales agents, as well as solution the problem of data spread out over multiple CRM records.

    If needed, you can deactivate the duplicate detection system under CRM -> Settings -> Other settings – in the Duplicate control tab.

    Searching and merging duplicates

    Creating an index

    Duplicate search is available for three CRM entities – leads, contacts and companies. You start by selecting a CRM entity that you want to search for duplicates and create index for it. After the index has been created, all you have to do is click the gear icon in the upper right corner and select Duplicate control, which is the last item in the drop down list.

    Searching for duplicates

    You will see a small duplicate search form appear right above your leads, contacts or companies. There are three boxes – Full name/Company name, email and telephone that you can search for duplicates, either individually or all of them simultaneously.


    Note Bitrix24 CRM comes with flexible access rights. This usually means that multiple managers work with CRM, each having access only to his or hear leads, contacts or clients. Each manager is able to perform duplicate search, however if a duplicate entry is found among CRM entities assigned to another manager that the first manager has no access rights to, entity merging will not be available, meaning each manager can only merge entities that he or she is responsible for. CRM administrator, however, will be able to merge duplicates regardless of the fact that such entities have been assigned to different mangers.

    Duplicate merger

    So, now you are ready to merge duplicate entries.

    Attention! You can not reverse or undo duplicate entry merger right now, so this operation should be performed only by a person who understands the process and what information and access rights will be lost/altered as the result of the merger.

    When merging duplicate entities, our CRM first determines which lead, contact or company will be primary entity and which ones will be secondary and thus deleted after the merger is complete.

    When determining primary entity, the following factors are considered:

    • Citation index. Citation index is calculated based on how often CRM manager has worked with this entity and how many connection this entity has with other CRM elements such as deals, activities, quotes and invoices. The more entity is connected and worked with, the higher its citation index.
    • Date. CRM entity with more recent changes is ranked higher than the one where no recent changes have been made.
    • Profile. Profiles with more information filled in are ranked higher than profile with fewer records.
    • Access rights. Access rights determine the order in which entities are displayed. Entities with view-only rights will be displayed at the bottom.

    So you’ve generated a list of likely duplicates for a particular entity. You’ll see several columns with entity fields that have been used to determine that these entities are duplicates – like same name, email address or phone number.

    If another manager is responsible for that entity, you are given an opportunity to contact that manger via calling or sending message to alert him or her of the fact that a duplicate entry exists, that you are about to merge all duplicate entries into one and ask if there’s any important information than needs to be saved.

    If you want to see a full profile for the entity in question, you can simply click it. If you determine that a particular entity is not a duplicate entry, you should click ‘Skip’ and it will be deleted from the list and not used for a merger.

    If you determine that the entities in the list are in fact duplicates that should be merged, click ‘Merge’.

    Merger completed

    Again, it’s worth reminding that you can not undo or cancel merger in the current version of Bitrix24 CRM. After you’ve merged entities, access rights to the final entity might be changed, and information, such as history, activity stream or product catalog associated with the deleted secondary entities, will no longer be available.

    Manager who had access rights to the primary entity will inherit these rights after the merger is completed. Managers who had access rights to secondary entities, but not the primary one, will not have access rights to the merged leads, contacts or companies. If a merger results in access rights loss by one or more managers, you will see a warning beforehand.

    Connections to deals, tasks, quotes and invoices will be changed too. If these were associated with a secondary entity that was deleted, they will no be connected to the primary entity. However, events fr om the activity stream of the secondary entity, such as creating a deal or an invoice, will not be added to the primary entity.

    After you’ve search for duplicates and merged them, your managers will still be adding new information to CRM, which means that it’s still possible to have duplicate entries in the future. If you click ‘Update list’, the system will search for duplicates again, showing you if any new duplicates have appeared in your database:

    Features

    The element list

    The element list, or grid, is a useful tool in itself, since the columns shown can be sorted according to a selected field, hidden or shown. Frequently-used views for the list can be saved for convenient use any time.

    Selection lists

    Watch video

    The Selection Lists are the values for parameters which are used throughout the CRM. These values are easy to add and modify.

    In the above picture, you can see that the values for the Contact Type field can be modified, deleted, or added very easily. These values will show up in the pull-down list in the corresponding field in Contacts.

    Custom fields

    In the forms for creating various CRM elements (leads, contacts, etc.), you see the standard fields which can be filled out or edited and contain the basic information concerning the element.

    Since every company will need additional fields which are specific to its business, there is a simple system for adding custom fields.

    Opening the Custom Fields page (CRM -> Settings -> Custom Fields), you are shown the various element for which new fields can be created.

    The following data types are available for custom fields.

    Example

    Let's add a custom field of the Bind to Information block elements type to a deal; this will let us link to a file in a specified Bitrix24 document library.

    Now when a deal is added or edited, a link directly to the contract can be given (5.png), and when viewing the deal, the link to the contract is visible. The user’s access permissions to the document itself will determine whether the link can be followed and whether the file can be edited.

    Access system

    Watch video

    General information

    Access rights in the CRM are based on roles. That is, roles can be created and the access levels for those roles can be assigned, and then users can be assigned certain roles. Importantly, roles can be assigned to individual users, entire user groups, project groups, or to departments in the company structure.

    Click to Enlarge

    There are four default roles which can be used or modified as needed:

    • The Manager role is for sales managers, allowing work only with leads, contacts and companies which are specifically assigned to the user.
    • The Head of department role allows all activities with personal and departmental contacts, deals, and leads as well as with all companies.
    • Chief executive has access to all functions with all objects.
    • Administrator has access to all objects and can change access settings.

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    If a role is assigned to a department or group, then all users in that department or group will have the access allowed to that role.

    If a user is assigned various roles (e.g. belongs to both a workgroup and a department which are granted different roles), the user will always be granted the highest level of access allowed by the various roles.

    The access system allows configuration of access not only for objects ‘belonging’ or assigned to users, but also to objects belonging to (users inside) their department or sub-department. Thus a user in department A could be allowed to see that department’s objects, a user in department B those of department B, and a supervisor could be allowed to see both departments.

    The access system can be set not only to CRM objects, but to specific statuses (this applies to leads and deals) for those objects.

    Working with roles and adding access rights

    If you want to create a new role in the CRM, click Add below the list of roles.

    To edit a role, click on the edit icon (pencil). To delete a role, click on the ‘X’ next to the roles name.

    To grant access to a user, department or group, click Add access permission under the Access Permissions list.

    The interface for assigning access is a dialog box where the users or user categories can be selected.

    In the first column, you can choose the category type from which you will select users; the options are: User groups, (individual) Users, Departments, and Social network groups.

    In the middle of the form, you can choose the groups, users, and departments to which you want to grant a new level of access.

    The right-hand column contains a list of chosen groups, users, and departments.

    When you have chosen the various types of users, click Select, and they will appear in the Access Permissions list, where you can then assign the exact rights you wish to provide selection.

    Save the settings.

    Email integration

    Bitrix24’s CRM manages email correspondence with contacts, companies and leads and can receive and append incoming email to the appropriate CRM object or record.

    Sending messages from the CRM

    Sending emails from the CRM can be done individually or in bulk, files can be attached to messages, and pre-made templates can be implemented.

    Such correspondence is saved as an event in the given CRM element, whether it is a lead, company, or contact.

    No additional settings need to be configured for this system of interaction with contacts to operate – as long as the email addresses of both the contact and the sales manager are correct, all email will be sent by Bitrix24.

    Saving incoming email in the CRM

    Bitrix24 also allows receiving and saving of incoming emails – using our Send&Save email integration technology. For example, a sales manager sends an email to a lead from the CRM, then the lead replies to the email. This reply will be appended to the lead record in the CRM. Thus, all email correspondence with leads and contacts can be kept in the CRM and reviewed at any time by a user with appropriate access permissions.

    To implement this mode of email handling, you should assign an email address to your CRM, for example, CRMsales@your_company.com, for reception of email.

    When a sales manager sends and email from the CRM, a special code is attached to the message (either in the body or in the subject – depending on the setting), and the ‘reply-to’ field is filled with the email of the CRM. When the lead or client responds to the message, the email goes to the sales manager and is sent to the CRM’s inbox. The CRM collects the messages in this inbox periodically and uses the code to determine to which record the email should be appended.

    The location for setting up an email address for the CRM is found at CRM - > Settings -> Send&Save Integration (Email integration) in your Bitrix24 portal.

    Delete messages from server when delivered – this option deletes the messages in the CRM’s inbox after they have been processed. We do not recommend this option if the inbox is used for messages other than the CRM, since all messages are deleted, whether intended for the CRM or not.

    Create lead for unknown sender – if an email comes to the CRM’s inbox and cannot be identified as belonging to an existing record, a new lead will be created with the name “Lead from…”

    In the “Filter incoming messages by subject…” block, advanced users can set your own rules concerning the proper formulation of service codes.

    Integration with business processes

    Watch video

    Business processes, also called workflow, are a series of actions that are carried out by the system and/or users so that operations are standardized and carried out with monitoring. Common actions in a business process include: approvals, sending notifications, changing some information in a Lead record, or setting a task to be performed relating to the Lead or other object. Creating these workflows takes a little know-how, but NO coding skills.

    Business Processes are designed in the CRM -> Settings -> Business Processes section. Each CRM object (or Contact, Company, and Deal) has its own set of BPs.

    Three standard business processes for the CRM are included standard: Process lead, Contact processing and Web store deal.

    More details about business processes can be found here.

    Useful blog posts:

    Units of measurement

    There are settings for product units, as well as the capability to use partial units (CRM -> Settings -> Units of measurement).

    Units are used in leads, deals, quotes and invoices while specifying products.

    Integration with a Bitrix e-Store

    E-commerce websites based on Bitrix Site Manager can be integrated with the CRM. In this case, orders in the e-store will be created as deals in the CRM, and the ordering users will be brought in as contacts. Moreover, sales managers can view the product catalog of the website from the CRM and create orders. These orders will be mirrored in the e-store.

    Setup for integration starting from the CRM is done at CRM -> Settings -> Web stores in your intranet.

    More details about integration with a Bitrix e-Store can be found here.

    Membership ticket sales

    Let’s consider the implementation of membership ticket sales using Bitrix24 tools.

    Task description

    This scenario is developed for the sale of two types of membership tickets with different costs (one month and two weeks). We also need to register visits and send reminders about the termination of customer tickets to the responsible manager.

    In this example, such a scenario is implemented as follows using Bitrix24: We create a contact for each customer in CRM and a product for each membership ticket in the CRM catalog. Upon the sales of a membership ticket to the customer the deal is created. After the deal is created the business process is initiated. Such a business process calculates the time until the membership ticket termination and creates a task for the manager responsible for certain sales a couple days before such termination date.

    Deal creation

    Let’s consider the implementation of such procedure step by step.

    In the section products we create a membership ticket:

    A Two week ticket is implemented in the same way.

    Upon ticket sales, create a deal for the customer:

    Completed form of deal creation

    Please complete the mandatory fields in the deal creation form:

    • Indicate the deal name and fill the required fields.
    • If necessary, select a different responsible person.
    • Contact association is done automatically.
    • Select the deal product.

    Business process

    Then, the previously created business process with automatic start up upon deal addition starts:

    Upon the creation of any deal the system checks the condition of business process execution (Buying ticket), where the Amount field value is verified. Let’s consider an example of a branch for a one-month ticket (two-week ticket is the same):

    Business process is further executed in this branch only if the amount of the created deal contains the value of 33. Respectively, this value is lower for a two-week ticket.

    Then, we indicate an execution pause for 27 days:

    For a two-week ticket, the pause equals 12 days.

    After 27 days, the manager who concluded this deal (suppose that this manager is a responsible manager) receives the task to inform the customer on the soon termination of his/her membership ticket.

    • The deadline contains the expression
      =Dateadd({=System:Date}, "1 d")
      It sets one day after the current system day as the deadline.
    • Head of Department is selected as the task author.
    • Task description displays the ID of the contact associated with the deal:
      {=Document:CONTACT_ID}
    • To fix the task to the deal, select Yes in Bind to current CRM entity field.

    Customer notification

    After the termination of the period set in the business process, the manager responsible for the deal receives notification about the task created for him/her.

    The manager searches for the customer in the contact list using the customer ID, informs the customer on the ticket termination and offers to prolong it.

    Company

    Documents and files

    Watch video

    The Document section allows sharing of files, texts, documents, spreadsheets etc. and enables teamwork activity.

    Bitrix24 offers three types of file storages which differ by their location, not by functionality.

    My Drive is a file storage area in each user’s profile. Access to this file storage and to individual files or folders within it can be determined by the user.

    Click to Enlarge

    Group Drives. Each project group or workgroup has its own document library. In library’s settings, access permissions for reading, editing, and creating documents are set according to the role of the group member.

    Click to Enlarge

    The Company Drive is a separate section for storage of and collaboration on general documents and files (like policies, directives, and standard forms for printing) which are available universally. The users have access to this library according to settings which can be configured as needed. It is also possible to give special access settings to individual files, that is, each document can have its own unique access settings, so some users can only read, others can edit, etc.

    Click to Enlarge

    Ways to share files

    There are a few methods for sharing files in Bitrix24:

    Attaching a file to a post in the Activity Stream

    Click to Enlarge

    To attach a file to a message in the Activity Stream, enter the recipients (the default is set for everyone) and click the paper clip to open the file upload interface. Upload a file or files by dragging them fr om your file manager onto the upload interface or by clicking on the interface and browsing to the file(s). After the file is uploaded, you will be able to choose wh ere it should be saved (in the message itself, in your personal files, in a group or in Shared Documents).

    When the message is sent, each addressee receives notification via Instant Messenger and the post will appear in the Activity Stream only of addressees. Access to the message itself and the attached file will be granted only to users shown in the To: field. After the message is sent, users can view the file and discuss it directly in the Activity Stream. If the file is saved in a document library, discussion can likewise go on in the document’s detail page.

    Creating of an “external” link

    Bitrix24 has a new function which allows the creation of an “external” link to a particular file, so that it can be shared with external users. This means that users can use their personal library, group libraries (including in the extranet) and the Shared Documents library as a file exchange tool, providing access to chosen files to anyone who is not user of the intranet itself.

    There are security measures, of course – access can require a password and can be limited to a set time frame. Using this function, you can avoid using external resources for storing data and lighten the load on your corporate mail server.

    Details:

    • Any user with read access to the file can create a ‘public access’ link to it.
    • All document library types (personal, groups including extranet groups, and global) have this capability.
    • Access to a file can be limited by time and protected by a password.
    • A single file can have several different access links created to it which work under different passwords or time limits. These links can be created by a single intranet user or by multiple users with access to the document.
    • Links can be closed at any time from the document library.

    4 steps to open an external file:

    • In the list from the context menu, there is the option: Share this item

      Share this item

    • Set the access parameters in the dialog that appears (time restrictions and a password, if necessary)

      Access parameters

    • A link is created for external access to the given file;

      Link to file

    • The link is shared by email, IM, or social network with the person to whom access should be given.

      Download file

    Sending a link to a file

    Copy link

    If a document is already located in a library and you need to point it out to a colleague, you can either send a message from the Activity Stream and attach the file via the “select document from library” link in the upload interface, or a link to the document can be obtained from the action button in the library and sent.

    Files can also be attached to tasks, meetings, work reports and CRM elements.

    Editing documents

    Modification of office documents can be performed without downloading onto the local computer.

    Editing Documents Using Microsoft Office

    If you want to edit documents in Microsoft Office, you should have it installed on your machine. This feature requires Microsoft Office 2003 or higher.

    Important! Editing can be done only via Internet Explorer and Mozilla Firefox. Other browsers will not enable the Edit in MS Office menu point in the document library or the similar button in the document detail page. So when using a browser other than IE or Firefox, you will need to download the file.

    For Microsoft Word, Microsoft Excel, Microsoft PowerPoint documents, just click the document name. Click Edit in MS Office menu point in the document library:

    • Internet Explorer:

      Click OK in the warning window:

    • Mozilla Firefox:

      To edit documents in Firefox, there is an extension that needs to be installed.

      When you first want to open a document in MS Office, you will need to click the Install extension option:

      Enter the user’s login and password to the intranet to obtain access to the document:

    The MS Office application needed will automatically launch.

    Edit the document. Save and close the application. The changes will be saved in the document library and the previous version will appear in the Change History section.


    While the document is open and being editing, it will be block from editing by other users. The user editing the document will be displayed in the document library:

    After saving the changes, the document is automatically unblocked.

    Editing Documents via external services (Google Docs, MS Office Web Apps)

    You can work with documents in Bitrix24 without an office suite. Thanks to integration with Google Docs and MS Office Web Apps, you can open, view, and collaborate on documents stored in your Bitrix24 portal via your Google and Microsoft (Live ID) account.

    When you click on a document link in your personal library, a group library, the Shared Documents library, or in the Activity Stream, you get a pop-up window with a preview of the document.

    Click to Enlarge

    This window allows you to save the file on a disk, open it for editing using Google Docs or MS Office Web Apps, view the file, or go to the next file using the slider.

    Choose a service for editing, and put in your account information for that service.

    Sign in Microsoft Sign in Google

    If you do not have an account, you’ll need to create one.

    Next you will be asked to allow the application to perform the operations related to editing documents:

    Microsoft permissions Google permissions

    Note: the next time you use this service for editing documents from Bitrix24, the sign-in process will be omitted – the login data you enter the first time will be used automatically.

    Allow access and use the service of your choice to continue working with documents.

    Click to Enlarge

    After you close the window in the service (after making any changes you wanted to), Bitrix24 will ask whether or not you want to save the changes.

    Click to Enlarge

    Settings

    The Settings -> Intranet Settings page now allows/disallows all intranet users to use external tools to work with documents in this manner.

    Intranet settings

    If you choose “Allow individual users and groups to activate document editing via external services”, then the users themselves will have the choice of using external services in individual document libraries – both their personal libraries and group libraries. A separate settings point in the document library will appear (as below).

    Settings button

    Document library parameters

    Search

    Bitrix24 performs search on the content of various types of document files (docx, doc, pdf, xls, ppt…). Indexation of these files is performed immediately after upload to a document library.

    Click to Enlarge

    Each type of document library (personal, group and Shared Documents) has a filter on the right; filters can be saved and re-used.

    Click to Enlarge

    In group libraries, an Advanced Search feature is available which allows search by date or date range.

    Click to Enlarge

    Bitrix24.Drive

    Bitrix24.Drive provides synchronization between local files and files stored in Bitrix24.

    Click to Enlarge

    As soon as the Bitrix24.Drive is connected, a special folder in on your local computer is created and the documents currently located in your Bitrix24 portal are copied there.

    Click to Enlarge

    Modification of these files from either location will trigger synchronization either immediately, or the next time that the connection is active (if you make changes on your local device and are offline at the time).

    Bitrix24.Drive is supported in the Desktop App for Mac and Windows.

    Company Structure

    The Company Structure page visually demonstrates the hierarchy of the company’s offices and departments:

    Click to Enlarge

    After inviting users to your Bitrix24 intranet, you can create a view of your company structure by creating departments and sub-departments and assigning department heads and users. Creating a company structure is not required, but if your company has a large number of employees and a deep departmental hierarchy, it will be convenient for users to orient themselves using this visual representation of the company.

    Another advantage gained from the visual representation of the company is that several objects in the intranet, such as the Activity Stream, tasks, and calendar events allow the options to share with or send to members of a selected department.

    • Open the Company > Company Structure page.
    • Click the Add department button.
    • Specify the department name, a parent department, and the department supervisor in the form.
    • Save the department by clicking on the Edit button.
    • A new department will be added to the structure.
    • To add new employees to the department, go to the user profile and select the appropriate departments. Once an employee is added to the visual structure, their avatar can be dragged and dropped to any other location in the structure.

    The company structure is represented visually, meaning that each time a new department or a new employee profile is added (or removed), the company structure changes accordingly.

    Absence Chart

    The absence chart registers the company’s employees being out of office for whatever reason:

    Click to Enlarge

    Each type of absence is indicated with a unique color. The absence chart can display data in three time scales: intraday, weekly or monthly.

    The monthly grid does not display intraday leaves so as not to overwhelm the chart with less relevant data.

    To quickly view the leave details, hover the mouse pointer over the leave:

    Click to Enlarge

    Initially, the absence chart contains data for all the unavailable employees. If required, you can view the report on a certain department: select it in the drop-down list on the context toolbar.

    To filter the data by the kind of leave, use the button Set Absence Types on the context toolbar:

    Use the calendar navigation controls to view other days and months.

    The system updates information in the absence chart automatically using data provided by the personal calendars. Alternatively, the absence chart can be corrected or replenished by a user having enough permissions.

    Working Time Management

    The Working Time Management system installs discipline in the work schedule without creating a high pressure atmosphere. Clocking in, clocking out, and breaks are transparently recorded, and a convenient planner and daily report keep tasks organized and prioritized. The data input into this gadget is saved and used as the basis of the work report for each employee. Additionally, time spent on tasks can be tracked using this tool.

    Click to Enlarge

    Controls

    For the purpose of working time management, the two user interface elements exist: the Working Day bar and the Worktime summary.

    The worktime summary shows in the Bitrix24 cloud at Company > Worktime; for the on premise, it is under Employees > Time Tracker.

    The Working Day bar

    This bar is essentially an employee’s front-end to track working time and tasks. The bar is available to and has the same controls for all employees. Normally, the bar is collapsed to the status bar:

    When collapsed, the Working Day bar shows:

    • the current event (if any assigned);
    • the current time;
    • count of the today’s unfinished tasks.

    The use of this bar is discussed in the Working Day Tool.

    The Worktime page

    The information this page shows and the functions it provides are different for common employees and their supervisors.

    An employee can only view the statistics of his or her working hours but cannot change them:

    Click to Enlarge

    Supervisors can view working time reports – for their immediate departments, or for subdepartments as well which depends on the settings. The way a supervisor can track and manage the subordinates’ working time is discussed in Worktime Summary.

    Working Day Tool

    Employees provide information for the working time report (time tracker) using the Working Day tool which can be shown by clicking on the Working Day bar. In fact, that is all an employee can do about their working hours: he or she clocks in and out.

    The tool is available to and has the same controls for all employees and supervisors.

    Clocking In and Out

    The first thing an employee has to do when starting his or her working day is start the clock. Of course, in this discussion it implies that he or she clocks in by expanding the Working Day tool and clicking Clock In – the big green button. By doing so, an employee starts the clock using the default time parameters set by the administrator. If you need to change the time of commencement of your workday, click Change clock-in time and set the required time.

    Analogously, to end the working day, click Clock Out (or Change clock-out time to use non-standard working hours):

    If an employee has failed or not had a chance to end the working day for some reason, he or she cannot clock in until the current the working day is in effect. In this case, just clock out before clocking in:

    When using the links Change clock-out time or Change clock-in time, or closing the previous working day, the reason for time change must be specified – one cannot clock out otherwise:

    Whenever an employee needs to make a break (having a launch, visiting a physician etc.), the working day has to be paused by clicking the Break. As soon as you come back, click Continue to resume clocking.

    Planning Your Daily Activities

    Though not entirely obvious to a first time user, you will use tasks to plan your working day. The simplest way to add a task is type the task name and click the button (denoted as “Method 1”), or click the link select from list to pick one of the predefined tasks (“Method 2”):

    When using the method 1, a quick task is created which does not possess timeframe, priority or any other parameters pertaining to a common task. A quick task is a private object and cannot be attached to a workgroup.

    When using the method 2 (by clicking the link select from list), you will pick a task from the user task list:

    Use the Search option to find a required task. The Recent Tasks option shows the tasks you have created or used lately.

    The tasks you have created or added from the list will appear in the Daily Plan:

    • The icon is shown for the tasks that are currently being performed.
    • The icon removes the task from the daily plan; it becomes visible when you hover the mouse pointer over the task title.
    • Clicking the task title shows the task window.

    Events

    Under the daily tasks list are the employee’s personal events that are going to happen on that day. The event management techniques are similar to those of the personal tasks. However, the events may appear in the event list in an unattended fashion.

    You can create events right in the Working Day popup window: just enter the event name, specify the time period and click . If your event is going to take place somewhere else, check the Out of office box to reflect the event in the Absence Chart.

    Click the event title to view the event information:

    If you click the event title here, in the event info box, your personal calendar will open.

    Daily Report

    You can keep record of your working achievements by writing down the accomplishments on the Daily Summary tab at the end of the workday.

    The reports you create are available at the Worktime Summary page.

    Worktime Summary

    This page shows the worktime report in the calendar like format. A common employee can view only their own worktime data (or the data of their respective department which may be allowed by the administrator). A supervising user (a head of department, for example) have full access to information on all the employees under his or her administration, and can edit the employees’ and personal time data.

    Click to Enlarge

    The days on which a non-standard working time occured are highlighted with an alert icon: .It means that a supervisor ought to confirm or decline the non-standard working hours. The confirmed days show the icon: .

    Tracking The Non-Standard Days

    Only the confirmed working days are used in the calculation of the non-standard figures. The red numbers in round brackets show the unconfirmed non-standard day count. The non-standard day percentage is a ratio of the total non-standard days to the total working days.

    An employee’s working day is marked as non-standard if:

    • it started later than officially established for the employee, his or her department or the whole company – Latest clock-in time;
    • it ended earlier than officially established – Earliest clock-out time;
    • it ended before the required working day duration, accounting for breaks, is achieved - Minimum duration.
    Important! A non-standard working day does not necessarily imply a violation, the former being a deviation from the working day requirements specified by the administrator (supervisor), while the latter is the abuse of corporate ethics. Whether the non-standard day is a violation is up to the employee’s supervisor to decide.

    Example: Sarah needs to leave at 4:00 PM because her daughter’s nurse fell sick. She discusses the situation with her supervisor Bill and he allows her to have her work completed at home. The system will show the non-standard day; however, Bill sees no violation here.

    Viewing The Daily Statistics

    To view the employee’s time table data, click the corresponding cell in the Worktime Summary chart. The information card will show:

    Click to Enlarge

    If this is a non-standard day and it needs to be confirmed, the button will be available to the supervisor who can confirm or decline the working day, and change the times if required.

    Setting the Working Day parameters

    The working day standards can be assigned to the whole company; however, an individual employee or a department can have personal specifications. The company wide standards are deployed by the administrator (supervisor). If no specific parameters are assigned to a particular employee or department, it will use the standards specified for an entity of a higher level (department or company). In other words, the standards are inherited.

    Access to the working day configuration is denied for common employees.

    Click to Enlarge

    Example: the department regulations stipulate the working hours from 9:00 till 06:00 PM and a hour lunch break. The simplest solution is to set Latest clock-in time to 9:00, Earliest clock-out time to 06:00 PM and Minimum duration to 8:00.

    However, what if the department allows for more flexible schedule: from 8:00 till 05:00 PM or from 11:00 till 08:00 PM?

    In this case, set Latest clock-in time to 11:00, Earliest clock-out time to 05:00 PM and Minimum duration to 8:00.

    Meetings and Briefings

    Attention! For Free and Standard licenses, the functionality Meetings and Briefings is unavailable.

    The service Meetings and Briefings is a tool for automatizing preparation for a meeting, holding the meeting, controlling the goals set at the meeting, and history storage. It also offers "transparency" for the entire procedure for the management.

    The colors that are used to mark the meetings included in the list have the following meaning:

    • Black - scheduled meetings;
    • Gray - finished meetings;
    • Blue - currently in progress.

    Attendees of the meeting are divided by their roles and act in accordance therewith:

    • Owner creates a meeting, allocates duties among the attendees, and closes the meeting;
    • Attendees report on the topics of the agenda;
    • Administrative Assistant draws up a report.
    • Note: the Owner of the meeting is deemed its Administrative Assistant until such Owner appoints another person instead of themselves.

    All collected materials of the meeting are kept in an archive and made available for review by the attendees of the meeting and the management of the company. A link is established between meetings of the same type: unresolved topics from the previous briefings are inherited, and the next meeting is planned at the current meeting.

    Managers of subdivisions have access to the meetings attended by their subordinates even if the managers do not attend these meetings.

    Creating a New Meeting

    A meeting can be created as a new event and as a follow up of a previous meeting.

    Creating a New Meeting

    A new meeting is created using the command New meeting on the page Company > Meetings and briefings. The form for creating a meeting will open:

    Fill in the form fields. The nature of the majority of the fields is quite clear from their names. Some comments to the fields, however, are not immediately evident:

    • When setting the Duration of the meeting, do not forget to indicate the units of measure of such duration, either hours or minutes.
    • Attendees can be selected similarly to selection in Tasks.
    • Administrative Assistant can be selected from the attendees of the meeting only.
    • Location can be selected from among the meeting rooms available as well as added manually as a text.

    Creating an Agenda

    Use the area Agenda when creating topics for the agenda. The procedure for creating topics and sub-topics is intuitive. The following commands can be used when creating items for the agenda:

    • 1 - Commands for changing work modes. The Agenda mode is used to set up an agenda and the mode Minutes is used to keep a report on the agenda topics and to create additional topics arising outside the agenda. The mode Minutes is available for the meeting currently in progress or for a finished meeting.
    • 2 - This field can be used to drag topics over, thus changing their order of priority.
    • 3 - This button can be used to change the nesting of topics, moving them one level up or down.
    • 4 - Checking the box will permit you to create a task for an employee responsible for this topic simultaneously with creating an agenda item.
    • 5 - Opens a task card.
    • 6 - The list of files attached to a specific topic.
    • 7 - Indicator of the number of tasks for this topic with a possibility of going to the list of tasks.
    • 8 - Indicator of the number of comments to a specific topic with a possibility of going to the comments.
    • 9 - Topic delete button.
    • 10 - Topic edit button.
    • 11 - Saving editing results.
    • 12 - Cancel editing results.
    • 13 - Sub-topic add button.
    • 14 - Adds a topic to the agenda from an already created task or from another meeting.

    Creating a Meeting as a Follow Up of the Previous One

    Creating a meeting as a follow-up can be possible after the completion of the previous meeting (using the link Create next meeting in the form of a finished meeting) as well as at any other time using the command Create next meeting in the general list of meetings.

    This link will open a meeting set-up form that will automatically contain the following data from the previous meeting:

    • Attendees with the same roles;
    • Meeting duration;
    • Venue;
    • Meeting description;
    • Files uploaded to the previous meeting;
    • Topics of previous meeting.

    Agenda topics are included in the newly created meeting after they are checked and the button Pick topics is pressed. If necessary, new topics can be added to the agenda in the same way it was already done when creating a regular meeting.

    Holding a Meeting

    The meeting commences from the button Start meeting in the form of creating/editing the meeting. In this case, the meeting form will go to the mode Minutes. The following options are available in the mode Minutes:

    • Creating agenda topics included during the meeting:

    • Keeping minutes of the meeting in general:

    • Keeping a report on the topic. Clicking the name of the topic will open a report form of the person responsible for the topic:

      This form contains 4 zones:
      • 1 - Reports.

        Here, a report on the selected topic is kept. Only the person responsible for this topic can keep the report.

      • 2 - Topic history.

        This option is available only if the meeting is created from the previous one. The topic history can be minimized to save space on the screen occupied by the form.

      • 3 - Tasks.

        The list of tasks attached to the subject of the topic under discussion is displayed.

      • 4 - Comments.

        This field is available to all attendees of the meeting enabling them to add comments to the topic. The files attached to the comment to the topic will be attached to the topic as a whole.

        Note: The same principle also applies to the files attached to the meeting.

    • Finishing topics and the meeting. The finished topic can be marked by placing a check mark. The meeting is finished by clicking the button Finish meeting.

    Records Management

    Records Management (Common Lists) help you manage record-based data. Suppliers' directories, product catalogs, expense items, etc. It's all very easy to create and organize!

    Capabilities:

    Using the Lists

    The main page of the universal lists has plain and easy to understand user interface:

    Creating the List and the List Fields

    As you may well guess, the Add button on the context toolbar creates a new list. Click it to open the list properties form consisting of the three tabs. The first tab shows the general parameters for the new (or existing) list:

    The Titles tab is useful when you need to have the names of the information block objects more meaningful with respect to the information block contents. Consider the following example:

    Obviously, these are only the most general parameters. To access the list detailed settings, click Apply and then, use the List Fields button on the context toolbar:

    Otherwise, if you are saving your list using the Save button, you can open the list contents page by clicking the list title link in the lists summary table and then click List Settings on the context toolbar.

    Important! To avoid errors, you must add all the proposed fields to the list before adding elements to it.

    By default, a new list has only the Name field:

    To insert a new field in the list, click Add Field. To edit the existing field properties, select Edit in the action menu:

    And this will open the field properties form:

    There you will find the following fields, in brief:

    • Sort: the less is the value, the higher the field is positioned in the list item properties form;
    • Required: specifies that this field must exist when adding a list item;
    • Multiple: if this option is checked, you can assign more than one field value when adding or editing a list item;
    • Type: specifies the filed value type;
    • Default Value is used when creating a new list item; set it to the most frequently used value so users don’t have to kill their time providing it again and again.

    Consider an example of the Clients list setup:

    Bitrix24 Configuration

    Bitrix24 is a versatile system. To fully configure your portal, set the parameters of each service your company is going to use:

    • configure the Bitrix24 service settings;
    • review and set the licensing options;
    • set the working day parameters;
    • configure user subscriptions;
    • set the personal calendar parameters;
    • configure workgroups;
    • configure CRM.

    LAN firewall settings

    Company security policy may restrict Internet access to only the allowed addresses. To fully use the Bitrix24 services, the following addresses must be accessible:

    • *.cloudfront.net
    • *.bitrix24.com
    • bitrix*.cdnvideo.ru
    • *.bitrix.info (telephony, bots, open channels)
    • bitrix-client-backups.s3-eu-west-1.amazonaws.com

    Bitrix24 Service Settings

    To set the portal service parameters and monitor the current service status, use the main menu and select Settings.

    Use the Intranet Settings page to change the name of the company. The text of like/unlike controls used in social messaging can be changed to conform your corporate policy.

    • Date/Time format. Use this option to configure date and time display format: the order and format of days, months, and years. Use the 12/24 option to show time according to the standard established for your country.
    • Activate document editing via external services.... Check this option to allow documents to be edited using external services like Google Docs. A user needs to be registered in the service they intend to use for editing documents. This setting applies to all Intranet users.
    • Allow individual users and groups to activate document editing via external services. If checked, this option enables a library owner to enable or disable external editing feature for documents in their library.
    • Allow "All employees" as option in Activity Stream. By default, a "to-all" recipient is enabled for all Intranet users. Use this option to enable this feature for only the selected persons.
    • Use "All employees" as default recipient. If you choose to restrict the use of "to-all" messages, you might want to check this option to prevent accidental broadcast messaging.

    Services

    If you don't want to use some of the Intranet tools or plan to deploy them later, use the options in this area to disable them.

    Notice: this feature is only available in Standard and Professional tariffs.

    IP restrictions

    Use this security option to restrict access to your Intranet from only certain IP addresses. Click the Add link to select users or departments and specify the IP addresses and/or ranges from which they will be allowed to use the Intranet resources.

    Notice: this feature is only available in Standard and Professional tariffs.

    Company Logo

    Use the controls in this area to upload your company logo to be shown on the Intranet pages. Please note that the maximum dimensions for your logo should not exceed 222px by 55px.

    License

    The License page shows the type of your license, expiration date and various reference data.

    Even if your license doesn’t include all the available Bitrix24 features, you still can try them out anytime: the Extranet, work time management, reports and many more. Simply enable demo mode for one month – and enjoy the full range of business tools at your hand.

    Demo mode is available for all tariffs except for Professional. All the data your Intranet accumulates during the trial period will remain intact after it is over but will be deactivated. Your data will be restored as soon as you purchase a subscription.

    Use the Select License area on this page to view your licenses, update your current license or change license type.

    To activate the coupon you have purchased, enter it in the Activate coupon group.

    Telephony


    Watch video

    Bitrix24 allows to use Telephony for business purposes. Bitrix24 Telephony service uses WebRTC technology that permits making and answering calls directly from a browser that supports this technology. This technology is supported by the following browsers with versions not lower than: Google Chrome v29, Mozilla Firefox v27, Opera v18 . Unfortunately, Internet Explorer does not support WebRTC.

    Note: Due to different reasons, contingent upon browser developers, IP Telephony is guaranteed to function correctly only in Google Chrome and Mozilla Firefox. The Telephony operation is unstable on various versions of browsers, such as Opera and others.

    Calls from Bitrix24 can be made in a variety of ways:

  • Voice and video calls from Instant Messenger or a Desktop Application within the company
  • IP Telephony to landline and mobile telephones
  • IP Telephony using office PBX
  • Local Network Settings

    The use of Telephony requires correct settings of the local network from which the calls are made. There are specific requirements as to the settings for each type of call. These requirements are set forth on the pages with a description of each specific way to make a call. However, there are also general requirements. To ensure correct operation, the following ports and addresses should be open in your network:

    Attention! Portion of addresses which are required to be opened, is provided by the service provider Voximplant. Those addresses may change. Current documentation tracks these modifications. If problems with connection start to occur, portal administrators are recommended to check first the current relevance of addresses that are opened in your network.
      Requirements for addresses from Voximplant company:
      • ports: 443 TCP, 1935 TCP, 5060 TCP, 5060 UDP, 1935 UDP, 3478 UDP, 8000-48000 UDP.
      • addresses:
        46.137.125.24046.137.97.17546.137.123.23669.167.178.6176.34.103.175
        Voximplant recommended addresses:
      • ports 3478, 30000-40000 UDP must be open for the address: turn.calls.bitrix24.com

      Note: These requirements are applicable to firewall and antivirus.

      All outgoing calls must be dialed using the international (country) codes, even if it would otherwise be a local call. So the number in user profiles and in CRM objects must be shown in full, with country code.

      • 00 < country code> < area code or city code > < phone number >
      • + < country code> < area code or city code > < phone number >

      For Telephony to function properly (mobile Telephony, Telephony in a browser and Desktop App), it is necessary for the user's operating system to have the current time setting configured correctly. Administrator has to check, if the time sync is enabled in the users' OS settings or to synchronise the local time server.


      Voice and video calls from Instant Messenger or Desktop application within the company

      It is the most simple and accessible way of communication. No settings are required from the user or portal administrator. Everything works out of the box and for free. A microphone and a video camera are required to make voice and video calls. Group video calls are possible (for up to 4 participants).

      The disadvantages of this means include a limitation of the possible callers – only users of your portal (including Extranet users) and contacts from Bitrix24.Network can take part in the calls. In addition, these calls cannot be recorded by using the standard methods of Bitrix24.

      IP Telephony

      IP telephony is a further development of the voice and video calls technology. It has more possibilities compared with voice and video calls and is implemented from Business chat or Desktop application. This method permits you to call any landline and mobile telephones.

      Attention! Unlike voice calls, IP telephony is a paid service implemented using the service provider Voximplant.

      Only outbound calls can be made without leasing a separate telephone number. If inbound calls are needed, you have to rent a telephone number. There is an option to hide the rented number and replace it for your client to any existing office number.

      Using this telephony you have an opportunity to create convenient rules for call processing: routing and saving conversation records. Routing permits:

      • Forward an incoming call to a specific employee;
      • Forward a call to a manager assigned to this number;
      • Set up a queue of employee and a number of tones before forwarding to an employee next in the queue;
      • Indicate to the service what to do if no employee from the queue responds the incoming call.

      The rates are set separately for Russia, the CIS, Europe, and the US. Payment for traffic is made to the VoxImplant service provider through Bitrix24.

      Bitrix24 makes it possible for you to keep an itemization of calls with a possibility to view the date, time, and cost of the call and have a record file. The call record is managed by the portal administrator. A large archive of records may significantly reduce the free space on the disk.

      Extranet users cannot make calls using your portal.


      IP Telephony Using SIP PBX

      There is a possibility to connect office or cloud PBX to your portal. In this case, your existing office numbers are used and displayed for your clients as before. Once this integration is completed, users of the portal start using microphones on their computers instead of IP telephones.

      This type of telephony also permits making free incoming calls. A paid monthly license is required only for outbound calls; payment for traffic is made according to the rates of your service providers through the payment systems of the communication service providers.

      Telephony using SIP PBX permits:

      • Forward all incoming calls to the portal of Bitrix24. Calls are identified, processed according to your rules, entered in CRM, and recorded. They can be consulted when necessary.
      • Making outgoing calls from Bitrix24 using the channels connected to your SIP PBX with entering in CRM and processing in the same way as with the incoming calls.

      Disadvantages of such integration:

      • Internal part of the existing SIP PBX is completely removed from operation. (It is considered only from the point of view of a unit responsible for external lines)
      • Additional charges apply.

      Balance and Statistics

      The account status can be monitored, and costs can be controlled on the page Telephony > Balance and Statistics.

      Balance

      You can access the form to add funds to the account by using the button Add credit.

      If due to any reasons the number lease has not been paid when due, the number will be blocked, but it is still reserved for the lessee for one month. This means that if you make a payment during this month, you will be able to connect the old number to your Bitrix24. In this case, the lease period of the number will be calculated starting from the date of the actual payment.

      Payment for services works based on the automatic extension principle. I.e. if the lease of a user’s number is expired, the newly added money will cover its extension first, and after that will be used to pay traffic.

      The widget Recurring payments shows the information about the expiry time according to the payment for leased numbers.

      The SIP Connector widget informs about the number of free minutes available and also about the lease expiry term after payment.

      Statistics

      The page also contains a general (by months) and a detailed (for each call) itemization of calls (statistics).

      When viewing detailed statistics, if the administrator permitted call recording, the file containing conversation recording can be listened to (the Record column).

      By clicking an employee’s last name, a filter is activated and only that employee’s calls will be displayed. Likewise, filtering can be made by call statuses or by both parameters together.

      When viewing detailed statistics, the log of each specific call may be looked up (the Log column). This option is very useful for administrators when they set up PBX for working through Bitrix24 service.

      Note: if a call had been dropped before the system could identify the employee which is responsible for the current call, the Employee column will contain a dash.

      Phone Numbers

      The portal must be set up for the use of telephone on the page Telephony > Phone Numbers.

      Click to Enlarge

      Connect to your number

      Connect your number for outgoing calls so that contacts you call will see your correct number and be able to call you back.

      In addition to the number indication, you can give permission to record calls from this number and check the number of an outbound call using the number base available in CRM.

      Rent a number

      The company may lease a number from our operator and bind it to its portal. To do so, just select the country, region, and one of the numbers offered. The list of available countries and regions is constantly expanding.

      Having selected and connected a number, set up the routing and processing of inbound calls.

      If a number is no longer needed, it can be eliminated. The number elimination is deferred; it will be disconnected in 24 hours. This is done to protect company owners from rash decisions or occasional errors. The number elimination is confirmed by a message sent to the contact email of the portal.

      Text of the message confirming that the number is disconnected

      Until a number is disconnected from the interface, it is still active and can be used to place and accept calls and pay for them.

      Connect SIP PBX

      Functionality of the connection of an office or cloud PBX.

      Call routing

      After a number is leased or a SIP PBX is connected, these numbers can be set up in order to work with Bitrix24 Telephony > Phone Numbers > Rent a number > Configure number. This includes call routing and ringtones.

      Call routing makes it possible to build a queue of employees among which inbound calls will be distributed. Ringtones can be assigned for each type of call operations.

      Values of checkboxes for routing:

      • Extension number processing - checking this box will give an instruction to the Bitrix24 service to forward an inbound call to a specific employee as if the number of such an employee had been dialed and also inform it about the actions in case the employee does not pick up the call.
      • Check for the number in all the CRM records – checking this box will turn on the checking of inbound calls in the CRM base and forward the call to the manager assigned to this number. In addition, actions can be set up if the employee does not pick up the call.
      • Queue – here, the queue of employees is indicated along with a number of dial tones after which the call is redirected to the employee who is the next in the queue. The queue is loaded uniformly: if the previous call was sent to employee A, the next will be sent to employee B, etc.

        Note: The option Do not transfer calls to users who have not started their workday or are on break permits forwarding calls only to the employees who are actually working at the moment. The option is available only for the rates that take into account office hours.

        Specifics of queue operation
      • Missed Calls – an indication of what to do in case no employee from those indicated in the queue answered the inbound call. The value Enqueue of this field cycles the inbound call until an employee answers it.
      • Save recordings of all calls if this box is checked, all of the conversations will be available in the statistics of the calls and saved to Company Drive in the folder Telephony: call recordings. The volume of this folder is taken into account as part of the total space available on a portal, i.e. storage is free as long as free space is available.

        File name is generated according to the template: date_time_number. For example: 2014-06-10_01-55-19__7************.flv.

        Note: access to this folder is restricted to portal administrators, but folder settings permit you to grant access to other employees as necessary.

      Time settings

      Outside of office hours, clients will receive a voice message set the section Time settings. This signal will be activated according to the settings indicated in the same section.

      Setting fields are user-friendly; only the field Off hours call processing may require additional comments. The following options are available:

      • Use voice mail by default, a pre-set melody is activated.
      • Transfer call to a different number – a special field will appear in order to introduce the number.
      • End call – this call is not chargeable, it is important for 8-800 numbers that pay for inbound calls. Selecting this value permits to protect the owner of a federal number against fraud.

      Voice message accompanying ring tone is automatically set in the language of a portal. It can be changed as necessary.



      Telephony Users

      Note: The page is available only to the administrators.

      The page Telephony > Telephony Users is used to set up internal numbers allowing you to forward calls made to the company in general to specific employees.

      To do so, just use the link Edit in the line of a specific employee. The setting form opens where a specific number for forwarding must be indicated:

      Note: If the same number is linked for calls both through Bitrix24 and own SIP PBX, calling using own PBX will not be possible. All calls will be made through Bitrix24.


      The client can call their manager directly using an internal number. The following steps shall be followed to make it possible:

      • Assign an internal number to the employee;
      • Enable the option Extension number processing in Call routing settings.

      If the employee will make calls using an SIP phone instead of computer, the option Connect SIP phone shall be set to On, and the data displayed shall be used for setting up the SIP phone. The Password value can be changed.

      If the employee leaves the company, the link of their account with the SIP phone will be deactivated. The extension number will become inactive and available for assignment to another employee. A call to such number will be directed neither according to the CRM rules nor according to the call routing rules. Nevertheless, the administrator will have to change the responsible person in CRM and remove the person who has left the company from the queue.


      SIP Phones

      When placing calls using Bitrix24, company employees can use customary SIP phones. The use of such phones speeds up the work of telephony in this service. It is necessary to set up these devices for work with Bitrix24 in order to take advantage of the service.

      In the user’s settings after enabling the SIP phone option you will see the server address, login, and password. These data must be indicated in the phone. After that, the phone is registered with telephony servers and becomes ready for work.

      Any SIP phone can work in Bitrix24. There are lots of models of such phones, and it is extremely difficult to test all of them with Bitrix24. The list of tested phones is provided on the right part of the table.

      DECT telephones can be connected via SIP gateway (VoIP SIP adapters). The work with Linksys PAP2T successfully passed the test.

      There is no need for an employee to be online on the portal, but in this case call card will not be available to them.

      Also, it is possible to use the telephony with softphones with Windows, iOS, Android: Media-5, Zoiper, CSipSimple, and other OS.

      Attention! Support of softphones is in beta mode, steady operation is guaranteed only with SIP phones.

      List of verified SIP phones
      Manufacturer Model
      Linksys SPA3102
      PAP2T
      SPA921
      GrandstreamGXP-2140
      DP715
      GXP1405
      GXP1400
      GXV3175
      D-Link DHP-150S
      Cisco SPA 303
      Siemens Gigaset al110
      Panasonic KX_TGP-500
      KX-UT113RU
      SkypеMate USB-W1DL
      Escene ES290
      Jabra PRO™ 930
      Gigaset C610A

      Examples of telephone settings

      Below are examples for specific SIP phones. Settings of other telephones can be established similarly to these examples.

      Сisco SPA303

      Settings are made in the administrator mode.

      Mandatory fields:

      1. SIP PORT – standard 5060.
      2. Proxy – is a Server field value in the user’s card.
      3. USER ID, AUTH ID – is a Login field value in the user’s card.
      4. Password – is a Password field value in the user’s card.
      5. USE AUTH ID – in the On position.


      Example of softphone set up

      Attention! Support of softphones is in beta mode, steady operation is guaranteed only with SIP phones.

      Let us consider an example of softphone set up. Install and run the Join software on an iPhone. In settings, open the Accounts menu.

      Add a new account and indicate the connection data from the user’s card on Bitrix24 in the settings of such account:

      1. User’s name and Auth. Username is a Login field value;
      2. Password is a Password field value in the user’s card;
      3. Domain is a Server field value.

      Having saved the setting, you will see your account in the list as a registered default account.

      Ask your colleague to make a call to your incoming corporate number integrated with your portal on Bitrix24. The call will be successfully forwarded to our freshly set up softphone.

      At the same time, the processing of the inbound call will start on your computer: a client’s card will open enabling you to add a deal, edit a client’s data, make entries to the negotiation’s history, etc.


      Other Settings

      The page for setting up telephony parameters.

      Configure default numbers

      When setting up users, the field Number for outgoing calls is obligatory. This is the number the client will see as outgoing. For the sake of simplicity, Default number can be used for users’ settings. This number is displayed for all users. If necessary, it can be changed to another number in the settings of a specific employee.

      Configure call interface

      Telephone calls can be set up as a chat depending on the work environment and users’ habits. The chat will look as follows for the setting Create separate chat for each call (all information for one number is in one window):

      Manage Black List

      Bitrix24 permits you to block unwanted calls. For this, the option Auto block phone numbers outside office hours on the page Telephony > Other settings shall be activated, and appropriate parameters for this option shall be set.

      Number blocking is permanent and cannot be removed. That is why it is very important to give the right message on the answering machine for during hours outside of office hours to avoid erroneous blocking of clients’ numbers. The administrator will be notified about blocking a number.

      If specific telephone numbers of unwanted callers are known, they can be added to the Black list.


      Office PBX Set Up

      The SIP Connector module will permit connecting an office PBX to Bitrix24. You have free minutes available for testing the functionality. If you plan to use your PBX for outbound calls, you have to pay for the license by clicking the button Pay for outbound call module connection. The amount of free minutes and the active license term are displayed on the page Balance and Statistics in the Telephony section.

      In order to make sure the calls are processed properly, in addition to the Bitrix24 settings, setting up the office PBX and firewall of your local network will be necessary.

    • Office PBX settings
    • Local network’s firewall settings
    • The setup procedure for cloud and office PBX is different. A specific button is used to set each one:

      Settings in Bitrix24

      Click the button Connect office PBX and fill in the form fields for connection:

      where:

      • Connection name – is a number that you use for calls from your PBX.
      • Server Address – is the IP address of your PBX.
      • Login and Password – PBX access data.

      Click Connect. The data will be saved, and the system will go to the routing settings.

      Setting Up an Office PBX

      Let us consider setting up an office PBX using Asterisk as an example. For PBX setting the data from the block Incoming calls:

      • Creating trunk. The following entry must be made in the file sip.conf:

        [voximplant]
        dtmfmode=rfc2833
        ; then instead of youraccount, type the name of your account in the Server field (see the figure above).
        fromdomain= youraccount
        type=friend
        host= youraccount
        ; the value of the Login
        fromuser=asterisk
        username=asterisk
        ; as a password value the value from the field Password is used
        secret=mypass
        insecure=port,invite
        conext=contex-internal
        disallow=all
        nat=yes
        allow=ulaw&alaw
        

        In this entry, the values must be changed only for domain, password, and the nat parameter, which must be set to yes/no, depending on whether you have an NAT network or not.

        As an example, below is a sample setting where the data from the figure above are used:

        [voximplant]
        
        dtmfmode=rfc2833
        fromdomain=ip.b24-2729-1386056980.voximplant.com
        type=friend
        host=ip.b24-2729-1386056980.voximplant.com
        fromuser=sip1
        username=sip1
        secret=e349429f63f7e4d7025fcd32d477ea05
        insecure=port,invite
        conext=contex-internal
        disallow=all
        nat=yes
        allow=ulaw&alaw
        Attention! Prior to module version 15.1.3 the settings of your Office PBX used incoming instead of ip value in the Server field (e.g.: incoming.b24-6864-1386141129.bitrixphone.com). You can continue using this value, but the module will work much slower.

        The settings are applied using the command in the Asterisk console:

        sip reload
      • Setting up calls from Asterisk to VoxImplant. Calls are placed using the following command, which must be included in the file extensions.conf:

        Dial(SIP/voximplant/${EXTEN})

        In this case, it will be sent to Bitrix24 as a call to the number to which it has been originally placed in Asterisk.

        The settings are applied using the command in the Asterisk console:

        dialplan reload

      Firewall Settings

      By default, port 5060 is used for SIP, and ports 10000-20000 are used for media (RTP). However, there is no general recommendation for this, because port 5060 can be both TCP and UDP. It depends on the current settings of the local network.

      Normally, SIP requires that the outbound traffic be permitted (from PBX, for example), and inbound connections will work automatically. RTP is usually used as UDP (so data can still be transmitted although packets are lost).

      The ports themselves can be set up in the PBX properties: the port that is indicated in the properties must also be opened in Firewall.


      Setting up FreePBX

      The following is an example for configuring a FreePBX for use of telephony with Bitrix24.

      To work with FreePBX, all you have to create in the settings is:

      1. A trunk with the configuration from Bitrix24;
      2. An incoming route that transfers calls to the given trunk.

      Creating a trunk

      Click to Enlarge

      When creating a trunk, the fields Trunk Name and Outbound CallerID are required. The name of the trunk must be: voximplant. The number connected to the intranet must be in 11-digit format.

      The code of the trunk itself (PEER Details field) is analogous to the code used in the settings of the SIP configuration:

      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=contex-internal
      nat=yes
      qualify=yes

      Creating a route

      Click to Enlarge

      When creating a route, you need to enter the telephone number connected to the intranet (the DID Number field) and choose the previously created trunk voximplant (the Set Destination field).


      Setting Up a Cloud hosted PBX

      The SIP Connector module will permit connecting a cloud PBX to Bitrix24. You have free minutes available for make outbound calls in order to test the functionality. If you plan to use your PBX for outbound calls, you have to pay for the license by clicking the button Buy the module to make outgoing calls. The amount of free minutes and the active license term are displayed on the page Balance and Statistics in the Telephony section.

      In order to make sure the calls are processed properly, in addition to the Bitrix24 settings, setting up the firewall of your local network will be necessary.

    • Settings in Bitrix24
    • Local network’s firewall settings
    • If you plan to use PBX to make outbound calls you have to pay for the license by clicking the button Buy the module to make outgoing calls before setting up your PBX.

      The setup procedure for cloud and office PBX are different. A specific button is used to set up each one:

      Settings in Bitrix24

      Click the button Connect cloud hosted PBX and fill in the form fields to connect:

      where:

      • Connection name - An arbitrary name of the connection. This field is optional.

      • Server Address – is the IP address of your PBX.
      • Login and Password – PBX access data.

      Click Connect. The data will be saved, and the system will go to the router settings.

      PBX connection is not completed in an instant but rather undergoes several steps:

      • In process: Connection is processing. You will be able to accept inbound calls in several minutes.
      • Receiving data: Data about the current status are being received. Please wait.
      • Error: An error has occurred during the connection. Please make sure that the connection parameters you indicated are correct.

      Firewall Settings in the Local Network

      By default, port 5060 is used for SIP and ports 10,000-20,000 are used for media (RTP). However, there is no universal recommendation, because port 5060 can be both TCP and UDP. It depends on the current settings of the local network.

      Normally it is important for SIP to have outbound traffic permitted (e.g., from PBX) and inbound connections will work automatically. RTP is normally used as UDP (so that packets can be lost without impeding data transmission).

      The ports themselves can be set up in the PBX properties: the ports that are indicated there must also be open in Firewall.


      Bitrix24 Marketplace

      Use Bitrix24 Marketplace to add more exciting features to your Bitrix24 service. The new applications will install in the blink of an eye; you will not need any special knowledge to do that.

      Bitrix partners can upload their applications to Marketplace.

      Installing and Updating Applications

      Only your Bitrix24 administrator has permission to install applications available at Bitrix24 Marketplace. The administrator will access Marketplace using the menu Applications > Marketplace:

      The application catalog has the following options:

      • all application available in Marketplace grouped by category;
      • all applications you ever installed - see the Purchases tab;
      • updates for the currently installed applications if available (the Updates tab).

      Installing Applications

      To install a required application, open the application details page:

      Click Install. The system may prompt you for permission to perform certain actions while installing:

      Click Install to allow the system to make changes and add the application. Once installed, the application will be seen in the Intranet menu:

      Updating Applications

      To check for new updates for the applications currently installed on your system, use the Updates tab (Applications > Marketplace). If there are any updates, you will have an option to install them.

      Wiki

      The wiki format for storing information has more than proved itself in the single most-used repository of human knowledge ever created, Wikipedia. In business, wikis function in two main ways: as a knowledge base and as a collaboration area. Although wikis are no longer at the cutting edge of office software, they are still a very useful tool, as they bring high-level functionality without any technical knowledge needed.

      In Bitrix24, each workgroup has a wiki. Thus, to create a knowledge base that is accessible to everyone, use the wiki in a public group. You can use the roles in groups if for any reason you want to provide only read access rights to certain users.

      Click to Enlarge

      General considerations

      Wiki makes use of the following terminology.

      • An internal link is a hyperlink that is a reference or navigation element in a document to another section of the same document or to another document that may be on or part of the same website. Such links are commonly shown in blue color.
      • A red link signifies a link to a page that does not exist in Wiki.
      • An external link is a hyperlink to web pages outside this Wiki.
      • Wiki markup (wikitext language) aids to quickly outline structural elements and hyperlinks in a wiki page.
      • A category unifies semantically analogous wiki pages. Each page can be bound to multiple categories. Nested categories are possible.
      • Tags are used to mark wiki pages for quick navigation.
      • Version is a saved entry in the wiki page history.
      • Current version is the most recent version of a wiki page visible to the users.

      The Wiki page layout

      A common wiki page has the following functional and visual areas.

      Click to Enlarge

      1. The context toolbar functions:
        • History shows the available versions of a wiki page;
        • Create: creates a new wiki page;
        • Edit: opens a current page for editing;
        • Delete: deletes a current wiki page. Note that this will delete the wiki page history as well. All the links to this page in other wiki pages will become unavailable (which means they will be visible as red links).
      2. Internal and/or External links.
      3. Red links to non-existing pages.
      4. Contents list: this block is added automatically if a wiki page has headings.
      5. Headings of various levels.
      6. Categories to which a wiki page relates.
      7. Tags added by a wiki page author. Tags cannot exist in social network wikis.
      8. Commentaries left by users.

      Creating a Wiki page

      If a user opens a new, virgin Wiki website, he or she will see nothing but a welcome page:

      Click to Enlarge

      To create a first wiki page, click Create on the toolbar. This will create a new page and open it in the simplified visual editor.

      Click to Enlarge

      The simplified visual editor has some special Wiki oriented commands unavailable elsewhere in the system.

      • Add Title: creates a heading of the selected level (1 through 6).
      • Add Internal Hyperlink: creates a hyperlink to a wiki page that is yet to be created (that is, a red link). The hyperlink text and the wiki page name can be different.

        Note: the Link field should contain the wiki page title rather than the web page URL.
      • Specify category: attributes a category to a wiki page being edited. You can select an existing category, or create a new one. A wiki page can specify multiple categories.

      • Your Signature and Time Stamp: inserts the author’s registered name and the current date and time.
      • Ignore Wiki Formatting: renders the text in this block as is; useful for adding programming code.

      Once you have finished typing the wiki page text, click Publish.

      Creating a red-linked wiki gage

      To create a new wiki page to which a red link refers, just click this link.

      Note. If you create a new page of a certain title by clicking the Create button, and there are wiki pages containing the red links to such a title, these links will be resolved automatically.

      Editing Wiki pages. Version history

      Editing a Wiki page

      To edit a wiki page, just click the Edit button. The current page will be opened for editing in the simplified visual editor.

      Note. Changing the wiki page title affects the wiki page URL. Consequently, all the existing working hyperlinks to such a page in other wiki pages will become red links.

      Version history

      To view the current page versions, click the History button.

      To compare any two previous versions of a wiki page, select them and click Compare Selected Versions.

      Click to Enlarge

      The page comparison shows in red the text missing in an older version, and in green the text added to a newer version of the page.

      Click to Enlarge

      To revert the wiki page text to a version currently being viewed, click the link Restore to Current.

      Categories and tags

      Categories

      Categories were introduced as one of the ways to classify the wiki pages. A category can have multiple nested child categories.

      Categories can be created in the wiki page editor by clicking Specify Category. The wiki engine shows the wiki page categories after the wiki page text body. The Categories link itself is always visible even if a page is not attributed to any category. This link opens a list of available categories.

      Each category has a corresponding wiki page. If no such page exists, it is shown as a red link, just like other non-existing wiki pages. To create a wiki page for such category, click the red link and then click the create it now link in the page text (rather than the Create button on the context toolbar).

      Click to Enlarge

      To specify a parent category for a current one, click Specify category in the category page editor.

      Unlinking a category

      Unlike many can think when they first see the categories editor, the categories page specify the parent categories of a certain category rather than children entities.

      If the category hierarchy is incorrect or just needs adjustment, you have to unlink the categories and then define new dependencies.

      To remove a parent category binding, open the categories page for editing and delete the text [[Category:_category_name_]]:

      Tags

      Tags are used to search wiki pages using the conventional search functions.

      You can add tags to a wiki page in the page editor. For reference purposes, the tag selector shows the count of existing wiki pages that are marked with a certain tag.

      Business Processes

      A business process is the flow of information (or documents) by a previously defined route or scheme. A business process scheme can specify one input and one or more output points.

      For a business process, it is common to run on a certain object and alter the execution flow depending on the object state. An underlying object is called a document which can be a file (saved in Document Library), an information block element, or a CRM item.

      The following system objects are supported as documents:

      Watch video

      Types of Business Processes

      The two generic types of business processes exist in Bitrix24:

      • a sequential business process to perform a series of consecutive actions on a document, from a predefined start point to a predefined end point;
      • a state-driven business process not having start and end points; instead, the workflow changes the process status. Such business processes can finish at any stage.

      A Sequential Business Process

      The sequential modus is generally used for processes having a predefined limited lifecycle. The typical example is creation and approval of a text document. Any sequential process usually includes several actions between the start and end points.

      A Status Driven Business Process

      Status driven approach is used when a process does not have a definite time frame and can recur or can cycle on the same status due to nature of production or office style. A typical scheme for such processes consists of several statuses which in their turn include actions and status change conditions.

      Each action in a status is usually a finite sequential process whose design is defined by the nature of actions performed on information in a given status. Hence, a status driven business process consolidates multiple sequential processes the activity between which is relayed depending on their result.

      Selecting a Correct Business Process Type

      In practice, any management task can be modeled using a sequential as well as a status driven business process. However, an improperly chosen business process type may make the resulting model and business process template substantially and unreasonably more complicated.

      Use a sequential business process to model a simple sequence of actions.

      Choose a status driven business process if the model shows that a business process may occur in different statuses along the way, and it may migrate from one status to another according to the rules the model specifies. This kind of business process enables full control over the document access permissions in different statuses. Additionally, you can specify events that will trigger the execution of child processes.

      Typical Business Processes

      The most common business processes for handling the documents and CRM entities are included to Bitrix24.

      Typical Business Processes

      • Two-stage Approval (Sequential Process)
        Click on image to enlarge
        Recommended when a document requires preliminary expert evaluation before being approved. During the first process stage, a document is attested by an expert. If an expert rejects the document, the latter is returned to an originator for revision. Otherwise, in case the document is approved, it is conveyed for the final vote to be passed by a selected group of employees on the simple majority basis. If the final vote fails, the document is returned for revision, and the approval procedure starts from the beginning.
        • Expert Opinion (Sequential Process)
            Click on image to enlarge
            Recommended for situations when a person who is to approve or reject a document needs expert comments on it. This process creates a group of experts each of which expresses their opinion on the document. Then, the opinions are passed over to the person who makes the final decision..
            • Read Document (Sequential Process)
                Click on image to enlarge
                Recommended when employees are to familiarize with a document. On input, the process takes a group of users who are to be notified. The recipients have an option to leave comments on the document.
                • Simple Approval / Vote (Sequential Process)
                    Click on image to enlarge
                    Recommended when a decision is to be made by a simple majority of votes. You can assign the persons whose votes are to be obtained, and give them an option to comment their decision. When voting completes, the persons involved are informed of the result.
                    • Approve Document With Statuses (Process)
                        Click on image to enlarge
                        This one is used when mutual agreement is required to approve a document.
                        • First Approval (Sequential Process)
                            Click on image to enlarge
                            Recommended when a single opinion is sufficient. When starting, the business process takes a list of persons who are allowed to make a decision. The process completes when a first vote occurs.

                            The templates for typical business processes are created automatically. If, however, the typical constructions have not been created, the business process templates page will show the notification message:

                            Click Create Standard Business Processes. The page will reload showing the created templates.

                            Business Process Designer

                            Business Process Designer is a special tool enabling to create and edit the business process templates. This editor is so simple that even an ordinary employee, not a programmer, can use it. The main principle behind all the operations a user performs in the editor is a drag’n’drop technology widely used in modern applications. A business process template can be created in a special visual editor.

                            The created (or existing) business process template can be run manually or automatically depending on the parameters. A business process can have multiple instances, each running independently. The system performs automatic scheduling, saves and restores the state of each instance; keeps the execution log for each business process instance for further analysis.

                            Visual Modeler

                            The Visual Modeler is a tool that is included in the Business Process Designer. It allows you to create and edit templates for business processes.

                            Starting Visual Modeler

                            To start Visual Modeler, use a button or a link titled Business processes in the context of a document for which you want to use a business process.

                            For example, use the following button with Common Lists:

                            The Visual Modeler Layout

                            The visual modeler has the following functional areas:

                            The Context Toolbar

                            The toolbar contains the template control commands:

                            • Template Parameters: opens the business process settings form to set the business process properties and run parameters;
                            • Templates: opens a list of all available business process templates;
                            • Create Template: opens a popup menu in which you can select the type of a new business process:
                              • State-Driven Business Process: creates a continuous business process whose flow depends on the completion status of each child processes;
                              • Sequential Business Process: creates a simple business process to set a document on a processing route.
                            • Export: saves the current business process template to a .bpt file;
                            • Import: loads a business process template from a .bpt file. The imported template replaces the current one.

                            The Template Constructor Area

                            The template constructor area is different for sequential and status-driven business process templates.

                            • The following layout is used with status-driven templates:

                              Because a status-driven scheme is constituted by multiple sequential processes, an individual editor is used to modify each of the subprocesses of a status-driven template.

                            • For a sequential business process, the editor includes a selection of the business process activities:

                              To add a required activity to the business process, simply drag it from the list to where you want to insert the new item:

                              Alternatively, you can click the arrow to open a menu with the selection of activities. Once you have selected an activity from the menu, it will be inserted where you clicked:

                              Click X to delete an activity. Click X to edit the activity parameters.

                              If your template uses a lot of activities, use the collapse button to save space:

                            The Action Bar

                            The visual modeler action bar contains shortcuts to business process elements. You can drag’n’drop them to your business process template.

                            Document Processing
                            Approve Document Submits the document, on which a given business process is running, for approval.
                            Create New Document Creates a new document or other element in the context of a given business process.
                            Delete Document Deletes a document on which a given business process is running.
                            Lock Document Makes the business process’s document inaccessible by other processes.

                            Note: the lock is for processes, not users. Any user with sufficient permission can edit the locked document (element).
                            Publish Document This action publishes the business process’s document so it becomes visible to the site users.
                            Additional information Shows a form allowing a user to provide information required by the business process.
                            Read the Document Issues a task to the users specified in the action properties to read the business process’s document. Tracks statistics on the share of those who actually read the document.
                            Save history Creates a copy of the business process’s document in the state the latter is at the time of action execution. The copy name can be assigned automatically using the specified naming settings.
                            Modify Document This action can be used to edit any parameter or contents of the document in unattended mode.
                            Unlock Document Removes the exclusive access mark from the document.
                            Revoke Document Removes the document from the site so it is no longer visible to the site users.
                            Create new contact Adds a new CRM contact.
                            Create new company Creates a new CRM company.
                            Create new lead Creates a new CRM lead.
                            Add CRM event Creates a new event in the CRM.
                            Create new deal Creates a new deal in the CRM.
                            Constractions
                            Set State This action allows the status of a Business Process to be changes. Note that this is a valid action ONLY in state-driven Business Processes.
                            Wait for event This action suspends the business process until an action occurs on the side of the selected user or system.
                            Condition Changes the direction of the business process flow depending on the specified condition.
                            Listening for parallel event Waits for one of the specified events to occur and then changes the direction of the business process flow depending on which event is fired.
                            Parallel Execution Runs multiple variants of the business process flow simultaneously.
                            While loop Makes the actions inside the loop to repeat until the loop condition changes.
                            Interactive settings
                            User notification Sends a notification to a user via the internal messenger. If the user is offline, the message will be sent by email.
                            E-mail Message Sends the event notification to the e-mail address specified in the action parameter.
                            Social Network Message Sends a notification to the specified social network user.
                            Task Creates a new task.
                            Calendar Places an event in a specified user’s personal calendar.
                            Set State name This action lets you change the status of a document. Document statuses are visible in the general document list (library), so this function allows a convenient view of the document’s progress while the Business Process is running.
                            Absence Chart Places an event in the Absence Chart.
                            Other
                            PHP Code Executes the specified PHP instructions.
                            Log entry This action adds an entry in the log of a given record.
                            The log record is convenient to use, for example, when trouble-shooting a business process, since you can save data at any given step.
                            Action block An action block is used to group actions into a single block, which can then be minimized visually to make the workspace more comfortable.
                            Pause execution Suspends the business process for the specified amount of time.
                            Set Permissions Assigns the access permissions to the document.
                            Set Variables Sets the values of the business process template variables.
                            Select Employee This process allows automated selection of an employee so that that employee can be inserted in further steps of the process.
                            Terminate business process This action ends the Business Process.

                            The Common Buttons

                            For a sequential business process, the meaning of the buttons is quite straightforward: you can Save the template going back to the templates list; Apply the changes made while staying in the visual modeler or Cancel the changes and revert to the templates list.

                            However, in case of a status driven business process, only the Back To States button is available which, when clicked, opens the template scheme where you can save your changes:

                            Business Process Templates

                            A business process template is in fact a scheme describing the flow of information, decisions and entities visually represented by the block diagram. When a business process is started, the creator passes the initial parameters to the business process if they are required.

                            Creating a business process template includes the two stages:

                            • defining the business process template parameters;
                            • designing a template diagram to outline the business process logic and execution flow.

                            Setting the Template Parameters

                            The business process template parameters form includes the following tabs: General, Parameters, Variables and Access.

                            General

                            The General tab, among the fields common for most of the objects (Name and Description) includes the options controlling the way the process is started.

                            A business process can be started when a document is created (When added is checked) and/or modified (When changed is checked). Note that the business process can be only started manually if you uncheck both options.

                            Parameters

                            Being a standalone service routine is rare for a business process. Usually, a business process requires start-up parameters like documents on which they will run. To make your business process aware of the input entities to operate upon, click the Parameters tab.

                            Click Add Parameter and fill in the fields:

                            • ID is the symbolic identifier to be associated with this parameter;
                            • type any meaningful Name and Description you find appropriate;
                            • select the data Type for the start-up parameter;
                            • specify whether the parameter is Required to be set when running the business process;
                            • Multiple: this option allows to give one parameter as many values as required;
                            • provide the default value that will be used if the parameter is missing.
                              Note: some data types allow to select the default value by clicking [...] button which opens the Insert Value form.

                            Having provided the parameter data, click OK to save and return to the parameters form:

                            Variables

                            The variables are temporary storage for data used by the business process. The variable values exist while the process is running. Once the process is completed, the variables are no longer available.

                            The Variables tab allows to add such "variables" to a business process:

                            Just like with the parameters, click Add Variable to create variables for your business process.

                            Access

                            To avoid mess and misuse, remember to give users the proper permission to access the business process. You can use the variables here:

                            Finally, click Save.

                            Creating a Sequential Business Process Template

                            For a sequential business process template, the visual modeler opens as soon as you have specified and saved the parameters:

                            To construct a template, just drag’n’drop the required actions to the design area and configure their parameters:

                            To configure the action parameters, click the button. Consider the following example of the E-mail Event action:

                            Fill in the required fields. Use the ellipsis buttons (...) to insert macros using the Insert Value form.

                            This dialog box can be used to insert values of the following groups (the groups depend on the field):

                            • Template Parameters - contains values of the parameters assigned to the business process template;
                            • Variables - contains values of the variables assigned to the business process template;
                            • Document Fields - inserts the value of a field of the document on which the business process is running. For example: Created on or Created by.
                            • Additional Results - shows return values of other actions in the business process template;
                            • Users - inserts the users (or user groups) privy to the business process.

                            To insert a value, click the group in which the required value is presumed to be, select the value and click Insert.

                            Once you are done constructing your business process template, save it. The template will show up in the templates summary form.

                            Creating a Status Driven Business Process Template

                            A status driven business process is a kind of extension, or meta-entity to sequential business processes meaning it contains multiple statuses each of which is an individual sequential business process. When a status driven BP is running, it flows from status to status according to the rules, the conditions defined by a designer and the result of execution of the underlying sequential business processes.

                            Once you have configured the business process template parameters, you can start building the business process. In general, it requires that you:

                            • create statuses;
                            • link the statuses according to logic;
                            • create a sequential business process inside each of the statuses;
                            • set access permissions.

                            Creating the Statuses

                            To create a new status, click Add State on the business process template design page:

                            Add State

                            Important! A business process always begins execution starting from the very first status you create. Please keep that in mind. You will not be able to change the initial status later.

                            Here you have to name the status and specify the access permission to assign to a document (an underlying object on which the business process operates) when it is in this status:

                            Note: for the organizational business processes, you can also assign the business process management permission.

                            Save the status. Create other statuses as required by the design of your business process. For example, your template might need the following typical statuses:

                            Adding Actions and Linking the Statuses

                            Once you have created the statuses, you have to create operations and actions to be performed when the process flow is in each of the statuses. Once you create an action, the status will become connected to another status automatically – depending on the result status specified in the action.

                            A status can have one or more actions, each executing consequently from top to bottom as seen in the status block, and each action can have different result status (see the example below). The following actions are possible.

                            • Command: this command adds a command (i.e. an individual business process) to be run when the process flow is in this status.
                            • Delay Execution: adds a "Execution Pause" handler to defer execution of the next action for the specified time.
                            • Status Entry Handlerthis command allows to set a business process that will be run just before the flow enters this state.
                            • Status Exit Handler: same as Status Entry Handler, but sets a business process that will be run just before the flow exits this state.

                            Consider adding the following command to the Draft status. Select the Command item in the status popup menu. This will open the command parameters dialog box:

                            Enter the command name and select the users whom you want to allow to execute this command. If a document is to change the status upon the command completion, select the required new status in the drop list. Note that this list contains the statuses that are already present in the business process template scheme.

                            Save the command. This will create the action and the connection between the statuses: this one and the one selected in the drop list:

                            Since a command is a business process, it needs to be created. Click the command name to open the visual modeler:

                            As you can see, the business process scheme already has the Set State action because the command produces status change. Now all you have to do is add more actions as required. The business process scheme construction has been discussed in Creating a Sequential Business Process Template.

                            Once you are done creating the subprocess, return to the main business process by clicking Back to States.

                            Repeat these steps to add actions to each of the business process statuses.

                            Using the Template Parameters

                            If a business process may send a message to an employee while running, it is a usability requirement that a user initiating the process have an opportunity to explicitly specify the recipient e-mail address. See how this functionality is implemented in the standard business process: Read Document.

                            • A special parameter was created using the Template Parameters dialog box, on the Parameters tab:

                            • The created custom parameter was specified in E-Mail Message action, in the Recipient field:


                            As a result, a user will be prompted to provide extra parameters each time it is started:

                            Export and Import

                            To migrate a business process template to another project, use the commands available on the Visual Modeler toolbar.

                            You'll need administrative permissions to export a business process template.

                            Notice that you'll have to create the same document types (information blocks, lists etc.) used by the business processes in the source project on the destination system.

                            Attention! Never attempt to migrate a business process template across different document types. For example, you cannot export a template from CRM for further use with lists.

                            Actions

                            A sequential business process is built based on a set of actions. Each action performs a certain function and has its own parameters.

                            Attention! A set of actions depends on the modules that are installed in the system.


                            Setting up Action Parameters

                            Action parameters are set up in the relevant form retrieved by double clicking the action heading or using the button X located on it.


                            General Indications for Most Actions

                            • The field Title permits setting up an action header to be displayed in the visual designer.

                              Note: Different headers should be set for the same actions. It will make further work with the process easier.
                              Example: Additional results in the form Insert value are grouped precisely by action headers.

                            • [Id] – a link permitting to view/change the unique ID of the action. For example, it can be used to view the history of the business process execution in the administrative part of the site.

                              The field admits only Latin letters, numbers, and the underscore character.
                            • User/group selection fields. The user can be indicated manually. Just type the user’s ID in the field in brackets, e.g. [1]. For a group of users, no brackets are needed.

                            • The fields Assignment description permit using the following bb-code tags: [img], [url], [b], [i], [s], [u].

                              The tag [url] can be also be used in notices, e.g. in the field Notification text of the action User notification.


                            Related info:

                            Document Processing

                            The group contains actions connected with document processing stages.

                            Approve Document

                            This action permits you to approve a document for which a business process was launched. Depending on the result (approved or not), two options for further actions are possible.

                            Note: The business process will be set to pending (suspended) until any user from those indicated performs the task (approves or rejects the request) or until the time limit expires (see the option Time limit).


                            Action Parameters

                            Approving voters – here, the approving users should be indicated.

                            Approval type – a principle to be used by the users indicated above shall be selected:
                            • All Persons – all users indicated above must approve the document;
                            • Any Person– any user from those indicated above must approve the document;
                            • Vote – approval is effected by the users indicated above via a voting procedure.

                              For the option Vote the fields Minimum percentage of participating users required for acceptance are available and Wait for responses from all participants.

                              The last field can be used for automation submitting the values Y or N to it. If the option yes is selected, the action will wait until all the employees indicated above vote. If the option no is selected, the action will wait until the indicated percentage of votes is achieved.

                            Assignment name – the name of the task related to the document approval is set for the users indicated. It will be displayed in the interface for the users.

                            Assignment description – a description or explanation to the task. The contents of this field will be displayed on the interface for the users. This field should contain complete information about the action to be performed by the user. It will help to avoid confusion in case of several similar actions.

                            Set Status Message – permits changing the text of the document status to an arbitrary text. It may, for example, permit you to monitor the progress of a business process.

                            Status Text– a status text is set up.
                            The following modifiers can be used in the status text: #PERCENT# - percent, #VOTED# - persons informed, #TOTAL# - total number of persons to be informed, #APPROVERS# - list of those who approved the document, #REJECTERS# - list of those who rejected the document.

                            Accept button text and Reject button text permits indicating own text for the relevant buttons.

                            Show comment input field – this option makes it possible to permit users leaving their own comments to the assigned task. For example, any comments regarding the document to be approved. The contents of the field can be obtained after executing the action using the relevant option in the form Insert value – Additional results (see below).

                            Comment input field label – a caption for the field with a comment.

                            Time limit – a time period can be set up so that if the document is not approved or rejected before the time period expires, the document will be automatically rejected. An empty value or 0 means the absence of such a time period.


                            Action Results

                            The results of this action can be obtained using the form Insert value – Additional results where they will be available immediately after adding the action to the template.

                            The following is available:

                            • Comment;
                            • How many persons have voted;
                            • How many persons are to vote;
                            • Percentage of those who voted;
                            • Percentage of those who approved the document;
                            • Percentage of those who rejected the document;
                            • The number of those who approved;
                            • The number of those who rejected;
                            • The last person who voted;
                            • The users who approved;
                            • The users who rejected;
                            • Automatic rejection – the field will contain 1 if the document was automatically rejected (see Time limit).

                            Publishing on controlled sites

                            This action permits you to publish the infoblock element in the sites connected.

                            Note: This action is related to the module Site Controller; see the article Site Controller to learn more about the module operation.


                            Action Parameters

                            Type of site selection – here, it can be indicated on which sites an infoblock element will be posted

                            • All sites;
                            • Sites from specified groups;
                            • Selected sites from one group.

                            Synchronize elements

                            • Immediately – the elements will be synchronized immediately;
                            • Using remote client tasks – synchronization will be performed using tasks.

                            Create new company

                            This action is similar to the actions in the public part of CRM when creating a new company.

                            Create new contact

                            This action is similar to the actions in the public part of CRM when creating a new contact.

                            Create new deal

                            This action is similar to the actions in the public part of CRM when creating a new transaction.

                            Create new lead

                            This action is similar to the actions in the public part of CRM when creating a new lead.

                            New Document

                            This action permits you to create a new document with preset parameters.


                            Action Parameters

                            The fields may vary depending on the document type.


                            E.g., a new infoblock element will be created as a document for a business process in infoblocks. Accordingly, fields in the action parameter set up form will be similar to the fields in the infoblock element creation form for a specific type of infoblock.

                            Add CRM event

                            This action permits you to create an event entry in CRM.

                            This action is executed only in the business processes working in CRM.

                            Delete Document

                            This action deletes the document for which the business process is launched.

                            Lock Document

                            This action permits you to lock a document against the actions of other business processes.

                            The document is locked for actions of other processes and not users. Another user, provided that they have the rights to edit, will be able to edit the document.

                            Note: Do not forget to unlock the document after completing all the necessary operations using the relevant action.

                            Note: A possibility of locking depends on the document type.

                            Publish Document

                            This action publishes the document and changes its status to published.

                            Note: The possibility of publishing depends on the document type.

                            Additional Information

                            This action creates an assignment during which the user will be requested to provide additional information necessary to perform a business process.

                            Action Parameters

                            Employees to provide additional information – one of the users indicated (the first person to proceed with performance) must provide additional information.

                            In other words, the task will be available to all users indicated until any of them starts performing it. After that it will be automatically canceled for all remaining employees.

                            Assignment name – the name of the task on filling in additional information which to be assigned to the indicated users. It will be displayed on the user interface.

                            Assignment description – a description or comments to the task are indicated. The contents of this field will be displayed on the user interface. It is recommended to indicate complete information in this field about the action to be performed by the user. It will help to avoid confusion in case of several similar actions.

                            Assignment button label – permits setting own text for the relevant button.

                            Show comment input field – this option makes it possible to permit users to leave their own comments to the assigned task. For example, any comments regarding the document to be approved. The contents of the field can be obtained after executing the action using the relevant option in the form Insert value – Additional results (see below).

                            Comment input field label – a caption for the field with a comment.

                            Set status message – permits changing document status text to an arbitrary. It may, for example, permit you to monitor the progress of a business process.

                            Status text – a status text is set up.


                            The section Fields permits adding own fields which the users will have to complete during task performance.

                            The contents of fields after the completion of the action can be obtained in the form Insert value - Variables.


                            Variables

                            The contents of additional fields created in the Field section can be obtained in the section.


                            Action Results

                            The results of this action can be obtained using the form Insert value - Variables where they will be available immediately after adding the action to the template.

                            The following is available:

                            • Comment.

                            Read document

                            This action permits you to create a task for selected users consisting in reading the document with an option to leave a comment to it. During task performance, the percentage of those who have read the document is calculated.


                            Action Parameters

                            Reviewers – the users who must read the document are indicated.

                            Assignment name – the name of the document reading task is set here. It will be displayed on the user interface.

                            Assignment description – a description or comments to the task are indicated. The contents of this field will be displayed on the user interface. It is recommended to indicate complete information in this field about the action to be performed by the user. It will help you to avoid confusion in case of several similar actions.

                            Require reading by

                            • All Employees – the task will not be completed until all the users indicated above have read the document;
                            • Any Employee – any user from those indicated above must read the document.

                            Set Status Text – permits changing the document status text to an arbitrary. It may, for example, permit you to monitor the progress of a business process.

                            Status Text – a status text is set up.
                            The following modifiers can be used in the status text: #PERCENT# - percent, #REVIEWED# - persons informed, #TOTAL# - total number of persons to be informed, #REVIEWERS# - who has read the document.

                            Assignment button label – permits setting own text for the relevant button.

                            Show comment input field – this option makes it possible to permit users leaving their own comments to the assigned task. For example, any comments regarding the task. The contents of the field can be obtained after executing the action using the relevant option in the form Insert value – Additional results (see below).

                            Comment input field label – a caption for the field with a comment.

                            Time limit – a time period can be set up so that if the users have not read the document before the time period expires, the reading task will be automatically completed. An empty value or 0 means the absence of such a time period.


                            Action Results

                            The results of this action can be obtained using the form Insert value – Additional results where they will be available immediately after adding the action to the template.

                            The following is available:

                            • Comment;
                            • Persons Read;
                            • Persons To Read;
                            • Auto Examination – the field will contain 1 if the reading task was completed automatically (see Time limit).

                            Save History

                            This action permits you to create a copy of the document with the changes made as of the time of launching the action. Automatic copy name with parameter settings is available.


                            Action Parameters

                            Name of Entry in History – indicates the name of the document version under which it will be saved in history. It will help to differentiate it from other versions.

                            Leave the field empty to obtain the name from the document.

                            Modify Document

                            This action permits you to change any parameter (field) of the document in automatic mode.


                            Action Parameters

                            The link Add Condition permits you to add to the form another document parameter that is to be changed by the action.

                            The link Add Field permits adding own new parameter directly to the document. These actions will lead to creating new properties of the document.

                            Unlock Document

                            This action will unlock the document for other business processes.

                            Note: If the document is not unlocked it will be unavailable for other actions of the business process.

                            Revoke Document

                            This action removes the document from publishing.

                            It is the opposite of the action Publish Document.

                            Constructions

                            The group contains managing structures.

                            Wait for Event

                            This action’s execution depends on the users. Specific control element will be created for them.

                            Note: The command interrupts a business process pending the user’s action.

                            The type and aspect of the control element depends on the document and place where the business process was launched. An additional option in the actions menu of the business process may be an example of such a control element.

                            An example of use of the action: change in the progress of a business process in the structure Listening for Parallel Event depending on the command chosen by the user.

                            The command may also be used separately, but in this case the user must be notified, for example through the User notification function wherein the user has to execute this command.


                            Action Parameters

                            The event can be sent by – permits limiting a circle of users for whom this command is available.


                            Action Results

                            The results of this action can be obtained using the form Insert value - Additional results where they will be available immediately after adding the action to the template.

                            The following is available:

                            • User who sent the command.

                            A Short Example of Using the Action

                            In this example, having performed the action block, the business process will stop and wait for the user to decide which branch the events will follow.

                            Condition

                            The structure permits you to direct a business process according to different scenarios depending on preset conditions.

                            The conditions are checked from left to right. If a condition is met, the actions located in the branch below will be executed. If a condition is not met, the condition located to the right will be checked, and so forth until one of the conditions is met.


                            Condition Type – PHP Code

                            The code is indicated as a condition.

                            If the indicated PHP code returns the value true, the branch of actions below such a condition will be executed; if false is returned, the next condition will be checked.

                            Note: Only a user with administrator’s rights can set a PHP code.

                            Attention! Only a PHP code can be used for this type of condition. The parameters of the type {=Variable:Variable2_printable} are not supported.

                            The code executed in the condition must also result in a logical expression (true or false).


                            Condition Type – Document Field

                            This action branch of the condition will be executed if the parameters related to the document fields coincide.


                            Condition Type – Variable Value

                            This action branch of the condition will be executed if the parameters related to business process variables coincide.

                            Note: The values of both variables and template parameters can be used in this type.


                            Condition Type – TRUE

                            This action branch will be executed immediately. This condition is always met.


                            Attention! If no condition is met, the business process will continue executing the actions located under the Condition structure. In other words, it will 'skip' the structure.

                            Listening for Parallel Event

                            This structure permits you to direct a business process according to different scenarios depending on which event occurs earlier.


                            In order to choose the action branch, this structure must use the actions Wait for Event or Pause Execution first.

                            In other words, the action that occurs earlier in any branch will result in the execution of the chain below such an action.


                            This action Pause Execution permits you to resume a business process in a certain time in case no command is executed. Otherwise, the business process will just stop and wait for execution of any command inside the structure.

                            Parallel Execution

                            This is the structure that permits executing the parallel scenarios of a business process.

                            If any branch inside the structure is not executed, the business process will stop and wait for its execution.


                            Example of application: parallel review of a document by different groups of users.

                            Status

                            This action permits you to change the status of a business process. This action is available solely for the business processes with statuses.

                            Note: Only statuses created beforehand are available in the action parameters.


                            Please see the chapter Creating a Status Driven Business Process Template for more details about the use of the action.

                            While Loop

                            The structure executes its subactions so far as a given condition is met.

                            In other words, the cycle works so far as the condition is valid (true), otherwise (false) the loop is terminated.


                            Condition Type – PHP Code

                            Code is indicated as a condition.

                            If the indicated PHP code returns the value true, the loop will continue operating; if false is returned, the loop will be terminated.

                            Note: Only a user with administrator’s rights can set the PHP code.


                            Condition Type – Document Field

                            The loop will continue operating so long as the parameters related to the document fields coincide.


                            Condition Type – Variable Value

                            The loop will continue operating so far as parameters related to variables of the business process coincide.

                            Note: The values of both variables and template parameters can be used in this type.


                            Condition Type – TRUE

                            Note! In this case, the loop will always be executed!


                            Interactive Settings

                            The group contains all the types of event notices.

                            Absence Chart

                            This action permits you to add an event to the absence chart.

                            Note: This action relates to Bitrix24 and operates only with this product.


                            Action Parameters

                            Since the meaning of most fields is clear from their names, their description is omitted.


                            User – specifies the user for whom an event will be entered into the absence chart.

                            Calendar

                            This action permits you to add an event to the calendar.

                            Note: This action is outdated and used only with an older version of calendars where the Event Calendar module is not used.

                            For the current version of the calendar, the Calendar Event action should be used.


                            Action Parameters

                            Since the meaning of most fields is clear from their names, their description is omitted.

                            User – specifies the user for whom an event will be entered into the calendar.

                            Calendar event

                            This action permits you to add an event to the calendar (used for the Event Calendar module).

                            Action Parameters

                            Since the meaning of most fields is clear from their names, their description is omitted.


                            Calendar type (optional) – sets the type of the calendar where the event will be created. Available types of calendars can be seen in module settings (Control Panel > Settings > System settings > Module settings > Event Calendar > Calendar Types).

                            Note: There is no need to specify the user type when creating an event in the user’s personal calendar since when the field is empty the event will be created exactly in this calendar by default.


                            Calendar owner ID (optional) – calendar owner’s ID is indicated.
                            If an event is created in the group’s calendar, the group’s identifier should be indicated (see the example below).

                            Note: This field makes sense only if the Calendar type is not equal to user.


                            User – specifies the user for whom an event will be entered into the calendar.



                            Example:

                            In order to create an event in the group (which, for example, has an address http://site_domen/workgroups/group/5/), the following fields must be completed in addition to the main fields:
                            • Calendar type (optional): group
                            • Calendar owner’s ID (optional): 5

                            User notification

                            This action permits you to send messages to the site/XMPP/e-mail.

                            If the user uses XMPP, the message will be received there. Otherwise, it will be sent to the site as a notification (provided that the user is authorized there). If the user is not authorized on the site, the message will be additionally sent by email.


                            Action Parameters

                            Notification text – sets the message text to be displayed as a notification on the site if the user does not use XMPP.
                            BBCode formatting ([img], [url], [b], [i], [s], [u], [url]) is available for the text.

                            Notification text for email/jabber – sets the message text for e-mail/XMPP to be sent if the user is not authorized on the site. The text of the message can be either different from the site notification text or the same in which case the field should be left blank.

                            Notification type – permits you to indicate from whom the message is received: from a specific person (Personalized notification) or from the system (System notification).

                            Email message

                            This action permits you to send an event notification to the e-mail indicated in the action settings.


                            Action Parameters

                            Since the meaning of most fields is clear from their names, their description is omitted.

                            Message Type – indicates how the message will be sent – as a text or using html.

                            Encoding – sets the encoding of the message to be sent.

                            Message send mode – sets the way of sending the message:

                            • Direct sending – the message will be sent immediately;
                            • Send using Mail Subsystem – the message will be sent using the embedded mail system. The sending can be postponed.

                            Message template website – indicates the message template site in order to send the message through the embedded mail system. Different sites can have different templates of mail messages.

                            Note: If the message is sent through the message system and does not go through, the selected message template should be checked first.

                            Set State Name

                            This action permits you to change the text of the document status. It makes it easier to monitor the document state in the general list of business processes during the execution of the business process.

                            In most cases, the status can also be viewed in the detailed view of the document for which a business process is launched.


                            Action Parameters

                            Since the meaning of most fields is clear from their names, their description is omitted.

                            Task

                            This action permits you to create a task.

                            Note: This action refers to the Tasks module.

                            Action Parameters

                            Setting the action parameters is similar to creating a new task in the public part of the site.

                            Pause process while task is running – if this option is marked, the business process will be suspended until the created task changes its status to Completed.


                            Action Results

                            The results of this action can be obtained using the form Insert value - Additional results where they will be available immediately after adding the action to the template.

                            The following is available:

                            • Task ID;
                            • Task completion date;
                            • The user who has closed the task.

                            Other

                            This group contains all the remaining commands.

                            PHP Code

                            This action permits you to execute an arbitrary PHP code.

                            Attention! 1. This action is only available in Bitrix24 Self-hosted version.
                            2. Only a user with administrator’s rights can set PHP code.

                            Note: The code must be indicated with no opening or closing tags (<?, ?>).


                            Action Parameters

                            Since the meaning of most fields is clear from their names, their description is omitted.


                            Examples of application


                            Setting a value for the variable

                            $this->SetVariable('Variable1', 12345);

                            where:

                            Variable1 – identifier of the variable to which a value will be assigned (12345 number).


                            Entering several users to the User type variable

                            $this->SetVariable("user", array("user_1", "user_2"));

                            where:

                            array("user_1", "user_2") – an array of users in the format user_[user_identifier_in_the_system].


                            The use of PHP code and values of fields/variables to obtain the name of the infoblock element

                            $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} – value of the variable containing the infoblock identifier;
                            {=Document:PROPERTY_1} – field of the document containing the infoblock element identifier;
                            Variable2 – identifier of the variable which will be assigned the calculated name of the infoblock element.


                            Conversion of the document field format and its further use

                            Let us consider an example of conversion of the document field User to an understandable form in order to use it when sending a message:

                            1. A variable to store the converted value of the document field should be created in the business process template;
                            2. Let us indicate the following in the PHP code action:
                              $rsUser = CUser::GetByID({=Document:PROPERTY_USER});
                              $arUser = $rsUser->Fetch();
                              $this->SetVariable('#Variable_name#', $arUser[NAME].' '.$arUser[SECOND_NAME].' '.$arUser[LAST_NAME]);
                              
                            3. After that, we have to use the result of this variable instead of the document field in the block used for notification.

                            Pause Execution

                            This action permits you to postpone the execution of the next action for a specified time.


                            Action Parameters

                            Mode:

                            • Period – indicates the time period after which the business process will be resumed;
                            • Time – indicates the specific time for resuming the business process.


                            Note: If in the Time mode, at the time of the action execution the indicated date occurs in the past (for example, the previous year was indicated and the execution of the action has started in the current year), the process will automatically go to the action that follows the pause in execution. In other words, the process will skip the action.

                            Action block

                            Action block is intended to group a set of actions into one block that can be 'folded' to save space.

                            Pay attention to this action. It permits you to significantly save labor resources by using standard action blocks when creating a business process template. Once created and set up, the action block can be saved in the group My Actions and used repeatedly.

                            Select Employee

                            This action permits you to automatically select an employee for their further use in the process.

                            Note: This action determines the absence of an employee according to the entries displayed on the page Absence chart.

                            Action Parameters

                            Type:

                            • any – random selection of a regular employee;
                            • supervisor – selection of a supervisor for the indicated employee.

                            Note: The supervisor selection option is used only in the product Bitrix24 Self-hosted.

                            From users – indicates users or groups from which one employee will be selected.

                            For user – indicates the user for whom a supervisor will be selected.

                            Supervisor Level (the more the higher) – selects the level of a supervisor for the indicated user.

                            If no Supervisor is determined, send to – indicates the users who will be selected in case it is impossible to select from the main users indicated above. For example, if the group indicated in the field From users contains no employees, someone from among reserved users will be selected.

                            Escalate to higher level if absent – permits you to automatically omit absent employees, for example, if they are on vacation.


                            If it is impossible to select the main supervisor, for example, if they are on vacation, and the option Escalate to higher level if absent is equal to Yes, the action will automatically continue selecting a supervisor but of a higher level. If the top level supervisor is also unavailable, the selection will be effected from among the employees indicated in the field If no Supervisor is determined, send to.

                            If the option Escalate to higher level if absent is equal to No, the action will terminate and, notwithstanding the absence, a supervisor of the relevant level will be selected.

                            If all supervisors are unavailable or the employee has no supervisor, the action will return an empty value.


                            Action Results

                            The results of this action can be obtained using the form Insert value - Additional results where they will be available immediately after adding the action to the template.

                            The following is available:

                            • Selected Employee.

                            Log entry

                            This action permits you to add arbitrary entries to the report and log, accordingly.

                            Entries to the report can be conveniently used, for example, during business process debugging to save the data of a necessary stage to the report.


                            Action Parameters

                            Load log for use by business process – permits you to obtain the contents of the entire report as a part of a business process for further actions (e.g., sending by email) by using the form Insert value, the Additional results section. Otherwise, the report data will be impossible to obtain as a part of a business process and will be available only in the log.

                            The option Load log for use by business process can be useful at the stage of the completion of a business process in order to generate a final report without making excessive queries to the base.


                            Action Results

                            The results of this action can be obtained using the form Insert value - Additional results where they will be available immediately after adding the action to the template.

                            The following is available:

                            • Log;

                            A specific variable will be created for each entry to the log in the section Additional results. If the option Load log for use by business process was marked for the action, it will help you to obtain the log which was already generated at the stage of this action. The log of each subsequent action will include the log of the previous actions. If the option was not marked, the variable will be empty.

                            Set Permission

                            This action permits establishing the rights of access to the document.


                            Action Parameters

                            "..." permission is granted to – setup of rights of the document for the indicated users/user groups.

                            Note: Different types of rights exist for different types of documents.

                            Overwrite existing permissions – permits you to not add rights but replace them. In this case, we work only with the rights that are set inside the business process.



                            If the document uses simplified (old) version of rights, they are set strictly from the outside (access settings to infoblocks/lists/etc.). The only option that permits establishing rights directly from the business process consists in establishing business processes rights for the document from the outside. In this case, it is possible to change rights during the execution of the process using the tab Access or the action Set Permission.

                            If extended rights of access are used, only new rights to the document can be added from the business process; the document will keep these rights even after the process is completed. The rights established from the outside cannot be redefined inside a business process.

                            Set Variables

                            This action permits changing the values of the variables set in template settings.


                            Action Parameters

                            Drop-down lists are used to select variables and set the necessary values for them.

                            Terminate business process

                            This action permits you to terminate the execution of a business process.

                            My Actions

                            My Actions permit you to save the set actions/structures and use it again.

                            This block also comes handy for copying actions inside the business process template. Just drag and drop the necessary actions to it, and after that they can be used over and over again by dragging back to the working area of the business process designer.

                            The actions added to this block are saved together with the template and can be used again for subsequent editing.


                            Insert Value Form

                            In addition to static text, the activity, template and status parameters can use special macros to specify auto-generated values like document fields, system variables, date and time etc.

                            To add a macro, click the ellipsis button (...) beside the target field. This will open the Insert Value form:

                            This form shows all the available macros grouped by use. The following groups are currently present.

                            • Template Parameters: contains the template parameters you can define by clicking Template Parameters button in Visual Modeler. Notice that a value may be defined by user at run time, when starting the business process.
                            • Variables: inserts user defined variables that may change during the execution of the business process. For example, this may be an auxiliary number field that a user will be prompted to enter.
                            • Document Fields: inserts the value of a field of the document on which the business process is running. For example: Created on or Created by.
                            • Additional Results: inserts the activity processing result if it exists. The list includes only the activities of the current business process template that return one or more values.
                            • Users: inserts the users (or user groups) privy to the business process. You can select one or more users separating multiple items with semicolon.

                            The following macros are not listed in the Insert Value form, however they can be used when creating business process templates.

                            • {=Workflow:ID} - inserts the current business process ID;
                            • {=User:ID} - inserts the ID of a current user in format user_[system_user_ID];
                            • {=System:Now} - inserts the current date and time;
                            • {=System:Date} - inserts the current date;
                            • {=Document:DETAIL_PAGE_URL} - inserts the document view page link. The link will be valid only if the information block parameters specify a correct details page URL.

                            The "_printable" Modifier

                            There is a special suffix you can add to the template variables and parameters: _printable. If present, it will format the macro output in human readable form if supported by a modified macro. If the macro does not support "printable" output, it will return the same value as without the modifier.

                            Consider the following examples in which the printable suffix is used on the user variable.

                            Current user as defined by the variable Macro and output
                            {=Variable:user} {=Variable:user_printable}
                            author author Created by
                            [1] user_1 John Doe [1]

                            The macros with this modifier are also available through the Insert Value form.

                            Using expressions in activity parameters

                            To deliver maximum flexibility, the activity parameters allow the use of special expressions whose values are calculated at run time. To specify that a parameter value is an expression, use the Excel-like notation – that is, start the value with an "equals" sign: =. In other words: an expression is anything that is prepended with an equals sign.

                            Examples:

                            =6^2 + {=Document:PROPERTY_NUM}/2

                            =if({Document:ID}=5, "text1", "text2")

                            A parameter can use only one expression. To use multiple expressions in a parameter, use the concatenation operator (&), and enclose text in the expressions in double quotes (") as needed.

                            Examples:

                            ="Reply:" & (1+3)

                            ="Author: " & {=Document:CREATED_BY} & ", " & "Deadline: " & Dateadd({=Document:DATE_CREATE}, "1d")

                            As you will see below, the syntax of operators and functions in expressions is largely based on the syntax of those in PHP.

                            The following operators and functions are possible.

                            • + - adds two values;
                            • - - subtracts the second value from the first one;
                            • * - multiplies two values;
                            • / - divides the first value by the second one;
                            • = - assigns (i.e. returns) the expression result;
                            • <> - not equal;
                            • < - less than;
                            • > - more than;
                            • <= - less than or equal;
                            • >= - more than or equal;
                            • () - round brackets;
                            • & - concatenation operator. Return a new string which is the left string plus the right string;
                            • ^ - power;
                            • % - percent;
                            • true - Boolean true;
                            • false - Boolean false;
                            • and - Boolean AND;
                            • or - Boolean OR;
                            • not - Boolean NOT;
                            • min - returns the minimum of the two values;
                            • abs - returns the absolute value of an argument;
                            • dateadd - adds the time span passed as the second argument to the date specified as the first argument.

                              Syntax:

                              =dateadd([initial date], [time span])

                              The following units are possible in the time span: y, year, years, m, month, months, d, day, days, h, hour, hours, i, min, minute, minutes, s, second, seconds. The units are case insensitive.

                              Examples:

                              =Dateadd({=Document:DATE_CREATE}, "-2d")

                              =Dateadd({=Document:DATE_CREATE}, "2 days 3 minutes")

                            • datediff - Returns the difference between two dates.

                              Syntax:

                              =datediff([date1], [date2], [difference_display_format]);

                              The difference can be displayed in various units.

                              Example: =datediff({=Variable:Variable1}, {=Variable:Variable2},'%m month, %d days')

                            • if - specifies a condition;

                              Syntax:

                              =if([condition], [expression if true], [expression if false])

                              Example:

                              =if ({=Variable:Variable1_printable}>0, "yes", "no")

                            • intval - returns the integer of the value passed as the parameter;

                              Example:

                              =intval("234j4hv5jhv43v53jk4vt5hj4") returns 234 because the value starts with this number, and the character immediately following the "4" is not a number.

                            • substr - returns the portion of a string as specified by the last two parameters. See http://www.php.net/manual/en/function.substr.php for details.

                            Attention! If an expression has an error, it will not be evaluated and will be displayed as text.

                            Using Macros in Expressions

                            Using Variables in URL

                            If an action supports the [url] tag, you can use the variables in URL's:

                            [url]http://{=Variable:Domain}/{=Variable:Path}[/url] 

                            Here:

                            {=Variable:Domain} and {=Variable:Path} are the macros that resolve to the website domain and the path.

                            Creating a Direct Link to a Task Page

                            Use this link when creating a message that will prompt a user to perform a task within the context of a current business process.

                            [url]http://intranet_domain/company/personal/bizproc/{=Workflow:ID}/[/url] 

                            Creating a Document View Link

                            This link will open a document for viewing. Use it in an e-mail message when you want to give a user a direct link to a document.

                            [url]{=Document:DETAIL_PAGE_URL}[/url] 

                            Synchronization of Bitrix24 contacts with mobile devices in Android

                            It is possible to synchronize your coworkers’ contact information in Bitrix24 with the telephone book in your Android device.

                            To set up this sync, you need to go to your account settings on your phone and create a new account – Bitrix24.

                            Enter the intranet address, login, and password for your Bitrix24 user account.

                            Synchronization will be launched automatically, and on this settings page, you’ll see the time and date of the most recent sync.

                            To make sure that your contacts are constantly up to date, this sync will be performed once an hour.

                            The contacts from Bitrix24 will appear as a group named the same as your intranet’s address. This group will contain all of your coworkers’ contact data.

                            All data: telephone number, position, and email address are all synced.

                            Migration to Bitrix24 Self-hosted

                            Bitrix24 can be used as an online service or as a ‘box’ product – that is, installed on your own server (or that of your hosting provider). Read the blog post for an in-depth description of the difference between these two options from a feature standpoint.

                            Migration

                            If you need a higher level of customization, corporate branding or integration with other enterprise software, your Bitrix24 Intranet can be migrated from the cloud to your on-premise server and deployed using the Bitrix24 Self-Hosted license.

                            Backing-up your Cloud project and migrating it to the Self-hosted version is free of charge and can be performed only once for 1 Cloud project / 1 commercial license key of your Self-hosted project. We kindly ask you to comply with the following prerequisites:

                            • You will have to give your permission to prepare your data for migration when contacting our helpdesk. After you have confirmed your permission, the techsupport engineers will create a backup copy of your data that you will transfer to your location and restore your Intranet on your premise.
                            • You need to have a commercial license key (for Bitrix24 Self-Hosted) with an active subscription for technical support and product updates. Your key should be activated and registered in advance, this can also be done on our site.
                            • The number of active users for this key must not be less than the number of users in your Bitrix24 Cloud instance. Otherwise you'll need to purchase additional user licenses (coupons) for your key.
                            • The edition of the Self-Hosted version of Bitrix24 that you are migrating your Bitrix24 Cloud project to may not contain all the tools and features originally available in the Cloud version. As a result, some data may not be transferred to your Self-hosted product copy (please compare the Self-hosted editions or consult our sales staff - sales@bitrix24.com).
                            • The following components of your Bitrix24 Cloud project will be backed-up: database, public files and bitrix kernel files. It means that all backed-up elements will be restored to an empty directory and database in your Self-hosted product copy.
                            • Your Bitrix24 Cloud project backup will consist of files and elements previously backed-up during the [last] night. Any changes made in your Bitrix24 after this date will not be included into the project backup. As a mater of fact, you should specify the date when we should initiate the project backup procedure. Important: the process of backing-up your Cloud files and elements may take 1-3 days, no changes made during these 1-3 days will be included in your project backup.
                            • We strongly recommend that you use our Virtual Appliance as a product environment for your Self-Hosted product installation. In case you use a custom product environment, we cannot guarantee a successful outcome of Cloud-to-Self-hosted version migration of your Bitrix24 project.
                            • Your server must be configured to support UTF-8.
                            • The root directory in which Bitrix24 and the system kernel will be installed must be empty.

                            If you accept all the conditions above please create a techsupport ticket providing the following information:

                            1. Your Bitrix24 Self-hosted license key (the number of allowed users must not be less than the number of users you currently have in your Bitrix24 Cloud instance).
                            2. Bitrix24 Cloud portal name (URL, e.g. https://MYCOMPANY.bitrix24.com).
                            3. Bitrix24 Cloud main administrator login and password (you will be able to change the password after the backup is completed).

                            Restoring Data from Backup in Virtual Appliance

                            Once you have received the backup copy of your Intranet and configured Virtual Appliance, open the provided IP address in your browser and select Restore Project.

                            On the new screen, select Restore the backup from the Bitrix Cloud, type in your license key and provide a password for the backup archive. The password will be passed over to you once the backup is ready.

                            Click Next. The system will load the backup file.

                            On the next screen, enter the database password:

                            In the end, you will get an exact copy of your Bitrix24 including all data plus Control Panel, and the administrative toolbar on the main page:

                            Use your Bitrix24 login and password for authentication.