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There are four robots in the Task management group that you can use for automation:
1. “Create task”
2. “Watch for task status”
3. “End task”
The use of CRM robots in task management can improve efficiency, productivity, and automation in business operations.
Using the instructions below for setting up robots, you will learn the following:
● 🤖 Set up task management and automation rules in Bitrix24 CRM to streamline task creation and tracking.
● 🤖 Use CRM robots to automate task management in Bitrix24 by setting conditions for completed tasks to trigger stage changes in deals.
● 🤖 Update and complete tasks, move them between stages, and use task management to get task information.
● 🤖 Learn how to automate task creation, extract data, and send notifications using CRM robots in Bitrix24.
● 🤖 Robot can create and access task information, extract task name and description, and create notifications or posts.
● 🤖 Use CRM robots to automate task management and send notifications based on extracted data.
● 🤖 Use robots to automate task completion in Bitrix24.
Detailed instructions on how these robots can be used are described below.
1. Go to “Automation Rules”. Click “Create”. Go to “Task Management” and add “Create Task” robot.
2. Move the robot “Create Task” to “product edit” stage for a while. Fix “Execution” and “Time”. Add any “Condition”, if you want. Write “Task name” and “Task description”. You can fix the “deadline” also. Go to “more”.
3. If you want, you can attach “observers”, “subtasks”, “tags” or “checklists” to the actuall task. Click “Save”.
4. Configure a new deal or move the previously configured deal to the “New” stage.
5. Change the stage of the deal to “product edit”. New task will be created. Open the task.
6. You can see all the details configured with the task here. Click “Finish” to end the task.
7. Change the stage name from “product edit” to “Task Created”. It is more clear to understand.
8. Go to “Task Management” within “Automation Rules” and add “Watch for task status” trigger.
9. Create or edit a new stage named “task complete”.
10. Move “Watch for task status” trigger to “task complete” stage. Add “Trigger name”, fix the “status”, add “Task fields” and click “Save”.
11. Open the deal present in “task created” stage.
12. Check the box of the task to end it. Refresh the browser tab.
13. Task will be finished and stage of the deal will be changed to “task complete”.
14. Now again edit the “Watch for task status” trigger and check box the option “Allow moving back to previous status”. Click “Save”.
15. Manually move the deal to the stage which is next to “task complete” stage.
16. Open the deal and create a new task manually within the deal.
17. Check the box of the task to end it.
18. Task will be finished and the stage of the deal will change back to “task complete” stage. Because we allowed moving back to previous stage.
19. Go to “Automation Rules”. Click “Create”. Go to “Task Management” and add “Get task information” robot.
20. Add “Task ID” from three dots option. Move the robot “Get task information” to “task created” stage under “Create Task” robot.
21. Select “Name” as a field. Click “Save”.
22. Click “actions” of “Get task information” robot and choose “Copy”.
23. A new copied version of “Get task information” robot has been generated. Now change the names of both robots by clicking edit icon. First robot’s name will be “Get task information Name” and second robot’s name will be “Get task information Description”.
24. Edit the robot “Get task information Description” and select “Description” as a field. Click “Save”.
25. Go to “Employee Alerts” and add “Add notification” robot.
26. Move “Add notification” robot also in “Task Created” stage under previous robots. Edit it. You can add specific result dynamically extracted from the previously configured robots. Here, we are using the name that will be extracted from the robot “Get task information Name” by selection from three dots option.
27. “Name” and “Description” of the task will be extracted from previous robots, have been added in the notification body. Fix the ”sender” and “recipient”. Click “Save”.
28. Move back the deal to “New” stage.
29. Again move the deal to “Task Created” stage.
30. You will receive a notification with the task name and description.
31. Open the deal. Open the task within the deal that has been generated recently.
32. The task name and description will be same here and in the notification body. Click “Finish” to end the task.
33. Go to “Task Management” and add “End task” robot.
34. Move the robot “End task” to “task complete” stage.
35. Select pipeline as “General” and stage as “Task Created”. Click “Save”.
36. First move the deal to “New” stage and again move to “Task Created” stage. Open the deal.
37. A new task has been generated within the deal and you will receive notification also.
38. Change the stage of the deal manually to “task complete”. The task’s status will be changed to “Finished”.
“You can also watch this video on Youtube”