Bitrix24 is a complete suite of social collaboration, communication and management tools for your team. Bitrix24 offers a united work space which handles the many aspects of daily operations and tasks of a company including CRM, files sharing, time management, calendars, and more.
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
Two-stage Approval (Sequential Process)
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)
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)
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)
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)
This one is used when mutual agreement is required to approve a document.
First Approval (Sequential Process)
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:
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.
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.
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.
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.
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.
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.
Bitrix24 has extensive organizational features which enhance efficiency at the personal and group levels. Tasks can be defined for oneself or assigned to a colleague, or delegated after being received. Project management features of the product are imbedded in the ‘groups’. Any project can have a dedicated group where all of the files, discussions, and tasks pertaining to that project are stored and accessed only by those users who are relevant to the project. Time spent on each task within the project can be tracked, and tasks are integrated into the group calendar. Furthermore, projects can be created in the Extranet, so clients or partners can participate fully in them.
Fully customizable self hosted editions of Bitrix24 with source code access
1. Check List in Task Panel to Check Progress and accomplishment
2. Time Planning with Granular Time Planning
3. Watching Deadline at Glance
4. Maintain Chain of Command by Delegation of Responsibility
5. Attached Document , Management Document and manage flow of the document
6. Lock Document , Edit Document Online on Task, Fully Shareable Document Management
7. All on a browser with Security
Online & Offline Document Storage
Cloud document storage is a popular option, especially when you can get unlimited users and space for only 199 US Dollars a month. But what if you want your own private ‘Dropbox’ installed your your server? Bitrix24 gives you both options.
Store your documents online or use your own server
Unlimited users and cloud storage only $199/mo
Amazon cloud – ISO certified, HIPAA and PCI DSS compliant
Data Centers in US and European Union (Ireland)
Daily free backups
Synchronize files with your PC any time
Work with files via iOS and Android devices
Enterprise grade security
Free online document management software, Share Documents Easily
Ability to share files easily without giving access to the wrong people is an important part of any documentmanagement systems. With Bitrix24 you can share documents just inside your company or provide access t outside users, such as clients or business partners.
5 ways to share documents
Access rights inherited (no rights = no sharing)
Time and password restricted sharing
Download links with permissions
Integrations with Dropbox, Google Drive and OneDrive (beta)
New version notifications
Desktop apps (Mac, PC)
Free document management system ,with Document Editing
Bitrix24 gives you a way to work with documents online and offline, solo or with other collaborators. This means that you’ll generate different file versions, may need to start document approval workflows or lock files in order to make sure that no changes can be made to it any longer.
Edit online and offline Real time multiuser editing Google Drive, MS Office, OpenOffice, Pages for Mac support
Versioning / Revert to File lock In document search Access right settings for files/folders/drives
Document approval workflows
Free document management software like Dropbox)
Document management is usually just a small part of bigger collaboration picture. If you want to discuss a document, schedule a meeting or start a video conference, Bitrix24 gives you all the tools absolutely free.
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Bitrix24 document management manual is here. If you decide to move your Bitrix24 account to your own server, please download self hosted Bitrix24 trial version here.
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