Bitrix24 Training Course 13. CRM Robots: Data storage and modification

Introduction:

In this video, we will delve into Bitrix24 training and specifically focus on data storage and modification using Bitrix24 automation. We will explore various aspects of data management, such as adding list items, modifying list items, getting list item information, performing math operations, and modifying variables.

Adding List Items:

One of the key features we’ll explore is adding list items. This feature is incredibly useful for managing data within your Bitrix24account. To get started, navigate to the “List” section by going to your company settings and typing “Lists.” Here, you can create a new table or list to store your data. For instance, you can create a list named ” Table for accountant.”

Customizing Fields:

Once you’ve created your list, it’s time to customize the fields. This step involves defining the specific data you want to track. In our example, we create fields like “Company Name,” “Amount of Payment,” and “Payment Date” to keep track of client payment information. These fields will be used to store relevant data.

Adding List Items Automatically:

After setting up your list and customizing the fields, you can automate the process of adding list items. In Bitrix24, you can create automation rules to handle this. For instance, you can set up a rule that adds a list item when a specific condition is met, like when a payment is received. This automation simplifies the task of populating your database.

Modifying List Items:

Bitrix24 also allows you to modify list items easily. You can update the data stored in your list as needed. In the video below, demonstrates how to change the company name for a specific record within the list. This flexibility ensures that your data remains accurate and up-to-date.

Performing Math Operations:

In some cases, you may need to perform mathematical operations on your data. Bitrix24 automation makes this possible. For example, you can use math operations to generate sequential contract numbers. The video below explains how to create a counter variable and use it to automatically assign contract numbers in a specific order.

Global Constants:

To further enhance data management, you can use global constants. These constants allow you to define values that remain consistent across your Bitrix24 account. For example, you can set a constant for a contract name that includes a year, ensuring that your contract naming conventions are uniform and easy to manage.

Manual Data Entry:

In situations where manual data entry is necessary, Bitrix24automation still has you covered. You can create custom fields, such as “Manual Contract Number,” to allow users to input data manually. Then, you can set up automation rules to update other fields based on this manual input, maintaining data consistency.

Automation Sequencing:

It’s crucial to ensure that your automation rules run sequentially. This means that one rule should complete before the next one begins. This prevents conflicts and ensures the accuracy of your data.

Detailed instructions on how these robots can be used are described below.

1. Go to “Company”.

2. Edit Url from “itsputnik.bitrix24.com/company/” to “itsputnik.bitrix24.com/company/lists/” and you will land on the lists’ page. Click “CREATE NEW”.

3. Go to “Settings” tab. Type list name and here the list name is “Table for accounter”. Click “Save”.

4. Click “Table for accounter”.

5. Click “Settings” icon. Go to “Customize fields” option.

6. Open the field parameter “Name”.

7. Edit the field parameter “Name” to “Company Name”. Click “Save”.

8. Now add a new field parameter and name it as “Amount of payment” for now. Type must be “Number” and click “Save”.

9. Again add a new field parameter and name it as “Payment date” for now. Type must be “Date” and click “Save”.

10. Go to “Lists” option and select the list “Table for accounter”.

11. Click “Table for accounter”.

12. You can see the configured fields or attributes now. The fields are “Company Name”, “Amount of payment” and “Payment date”.

13. Go to “Deals” option and create a new stage named as “add payment information for accounter”.

14. In third tab of browser, search for address “itsputnik.bitrix24.com/crm/configs/”. Go to “Form and report settings” and click “Custom Fields”.

15. In “Deal” section, go to “Fields”.

16. Click “Add Field”.

17. Name the field as “Payment date”. Type should be “Date” and click “Save”.

18. Now go to tab(second tab) where deals are open. Open any test deal and click “Select field”. Check the box of field “Payment date” and click “Select”.

19. Go to “Automation Rules”. Click “Create”. Go to “Manage workflow items” and add “Modify item” robot.

20. Edit “Modify item” name as “Enter payment date” and move this robot to “add payment information for accounter” stage. Click “edit” to configure robot settings. We will add “Add list item” robot later, just ignore this robot now.

21. Click “Delete” to delete the “Name” field.

22. Click “Select field” and select “Payment date” field.

23. Select current date in “Payment date” field and select a responsible person in “Change on behalf of” field. Click “Save”.

24. Change the stage of your test deal from “task created stage” stage to “add payment information for accounter” stage.

25. You can see the current date written under the payment date field within the deal.

26. Go to “Automation Rules”. Click “Create”. Go to “Data storage and modification” and add “Add list item” robot.

27. Move the “Add list item” robot to “add payment information for accounter” stage under “Modify item(Enter payment date)” robot and edit it. Entity type will be “Table for accounter”. The field “Company Name” will be name of the deal, “Payment date” will be payment date of the deal and “Amount of payment” will be amount of the deal. You can select all these attributes with the help of three dots options. Click “Save”.

28. Move back the test deal to “task created stage” stage. Open the deal.

29. Edit the name of the deal as “Company A” for testing purposes. Change the stage of the deal to “add payment information for accounter”.

30. Go to first tab and refresh the page. You can see the Company A’s all information in the “Table for accounter” list.

31. You can see three deals have been tested and all information is being shown in the “Table for accounter” list.

32. You can search any deal’s information with the help of filters within the list.

33. Go to third tab of browser and click “Add Field”.

34. Name of the field will be “List Row ID” in this case and type will be “Integer”. Click “Save”.

35. Go to second tab of the browser and you can see, at this time all the test deals are under the “add payment information for accounter” stage. Create a new stage named as “modify data”.

36. Go to “Automation Rules”. Click “Create”. Go to “Manage Workflow items” and add “Modify item” robot.

37. Move “Modify item” robot to “add payment information or accounter” stage just under the previous robots. Edit the robot.

38. Click “Select field” and add “List Row ID” field. Click three dots option, go to “Automation rules” and select “Add list item”.

39. Now select “Id” from “Add list item” options.

40. Dynamic value code of “List Row ID” field has been selected. Select the responsible person for “Change on behalf of” field and click “Save”.

41. Roll back any test deal to “task created stage” and then to “add payment information for accounter” stage again. Here, it is “Company C” deal. Open the deal.

42. Click “Select field” and check the box for field “List Row ID”. Click “Select”.

43. You can see, the List Row ID(78) of the deal is being shown here.

44. Go to “Automation Rules”. Click “Create”. Go to “Data storage and modification” and add “Modify list item” robot.

45. Move “Modify list item” robot to “modify data” stage. Click “edit”.

46. The “Item ID” field will be “List Row ID” value code. Entity type will be our list “Table for accounter”. The “Company Name” field will be modified name of the deal. Here, the modified name is “{{Name}}(Company Name) – bad client”. Click “Save”.

47. Move the “Company C” deal to “modify data” stage.

48. Go to first tab of the browser and refresh the page. You can see the “Company C” name has been modified to “Company C – bad client”.

49. Come back to second tab of the browser and move all the “Company A,B,C” test deals to “modify data” stage.

50. Go to first tab of browser and refresh the page. All the deals’ names have been modified now. You can delete the previous names.

51. Go to second tab of the browser. Click “Automation Rules” and then click “Create”. Go to “Data storage and modification” and add “Get list item information” robot.

52. Move the “Get list item information” robot to “modify data” stage.

53. The “Item ID” field will be “List Row ID” code value. The Entity type will be “Table for accounter”. Select “Amount of Payment” field to extract and click “Save”.

54. Now go to “Employee alerts” in automation rules and add “Add comment to item” robot.

55. Move “Add comment to item” robot to “modify data” stage and place it under previous robots. Click “edit”.

56. Add comment of your choice and for dynamic payment amount, add it from three dots option.

57. Complete comment has been added. Click “Save”.

58. Move back all deals to “task created stage” stage first. Then to “add payment information for accounter” stage and in the end, move to “modify data” stage. Open any deal.

59. Now, you can see the comment containing the amount of payment.

60. Move back all deals to “task created stage” stage.

61. Go to “Automation Rules”. Click “Create”. Go to “Data storage and modification” and add “Perform math operations” robot.

62. Delete all the previous configured robots for testing purposes. Move the “Perform math operations” robot to “add payment information for accounter” stage.

63. Go to “Variables” option and click “Create”. Name your variable, let’s say “count+”. Type will be “Integer”.

64. Visibility must be “Deals”. Save it.

65. Edit “Perform math operations” robot. Click “Select Varible”. Parameter type will be “Deals section variables”.

66. The parameter value will be “count+”. Click “Select”.

67. Select first parameter also as “count+” for testing purpose. Click second “Select parameter”. Parameter type will be “custom value” and enter number as “1”. Click “Select”.

68. In “Automation Rules”, go to “Manage Workflow items” and add “Modify item” robot.

69. Move the “Modify item” robot to “add payment information for accounter” stage after “Perform math operations” robot. The Execution of both these robots will be “WAIT” and next robots will also have “WAIT” execution. Edit “Modify item” robot.

70. Add a new field “Contract number” in your third tab of the browser. Select that field in this configuration. Go to three dots options and select “count+” variable. Choose responsible person in “Change on behalf of” field. Click “Save”.

71. Open any deal and click “Select field”. Check the box for the field “Contract number”. Click “Select”.

72. Change the stage of the deal from “task created stage” to “add payment information for accounter”.

73. You can see the Contract number.

74. Go to “Constants” option.

75. Name the constant “Contract Name”. Type will be “String”. Add the Value structure. Visibility must be “Deals”. Click “Save”.

76. Go to third tab of the browser, click “Add Field”.

77. Name the field “Contract name”, type must be “String” and click “Save”.

78. Come back to second tab of the browser. In “Automation Rules”, go to “Manage Workflow items” and add “Modify item” robot.

79. Move new “Modify item” robot under previous robots and edit it.

80. Click three dots option and select “contract name” value code from “Constants” in the “Contract name” field.

81. After adding constant, give a small space and add “count+” variable from three dots option in the “Contract name” field. Click “Save”.

82. Open the “Company A” deal and change the stage from “task created stage” to “add payment information for accounter”.

83. You can see the same structure of “Contract Number” and “Contract Name” as you configured before.

84. In “Automation Rules”, go to “Data storage and modification” and add “Modify variable” robot.

85. Go to third tab of the browser. Click “Add Field”.

86. Name the field as “Enter manually contract number”. Type must be “Integer”. Click “Save”.

87. Come back to second tab of the browser. Move the “Modify variable” robot in between the “Perform math operations” and “Modify item” robots. Edit it.

88. Click “Select parameter”. Parameter type will be “custom value” and parameter value will be “Enter manually contract number”. Click “Select”.

89. Click “Select variable”. Parameter type will be “Deals section variables” and parameter value will be “count+”. Click “Select”.

90. You can add a condition that “Enter manually contract number” must “not empty”. Save it.

91. Open “Company A” deal and enter the contract number manually.

92. Change the stage of the deal from “task created stage” to “add payment information for accounter”.

93. The manually entered contract number will be reflected in “Contract Number” and “Contract Name” fields too.

94. Now change the stages of both deals “Company B, C” also from “task created stage” to “add payment information for accounter”.

95. The contract number in “Company B” will be “401” and in “Company C” will be “402”.

“You can also watch this video on Youtube”

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