EMCSOFT | Bitrix24 Developer

12 Mar 2024 | 356 Views | Amin

In the fast-paced world of business administration, efficiency is paramount. That’s why mastering automation processes is crucial for optimizing workflows and maximizing productivity. In our comprehensive Bitrix24 Administration course, we delve deep into the realm of automation, equipping you with the knowledge and skills to streamline your Bitrix24 experience like never before.

Introduction:

Welcome to the next level of Bitrix24 Administration! In this series, we’ll explore advanced automation techniques designed to revolutionize your workflow management. From running workflows to tracking resource bookings, our goal is to empower you with the tools needed to automate repetitive tasks and unleash your full potential.

Run Workflow:

Discover the power of “Run Workflow” automation. Learn how to seamlessly execute sequences of robots and loops, enabling you to add additional actions without the hassle of editing the main workflow. With this feature, you’ll unlock new levels of efficiency and flexibility in your Bitrix24 operations.

Book a Resource:

Effortlessly manage resource bookings with the “Book a Resource” automation. Whether it’s scheduling car maintenance or reserving meeting rooms, we’ll guide you through the setup process and demonstrate how to automate resource bookings with ease.

Track Resource Booking:

Keep tabs on resource utilization with the “Track Resource Booking” automation. Learn how to monitor and manage resource allocations, ensuring smooth workflow execution and preventing scheduling conflicts.

Cancel Booking:

Mistakes happen, but with the “Cancel Booking” automation, rectifying errors is a breeze. Explore how to cancel resource bookings and revert deal statuses seamlessly, maintaining the integrity of your workflow.

Generate Code:

Simplify password and code creation with the “Generate Code” automation. Discover how to automate the generation of unique codes for various purposes, from customer onboarding to secure access management.

Outbound Webhook:

Integrate external data seamlessly with the “Outbound Webhook” automation. Unlock the power of data synchronization by connecting Bitrix24with external systems through webhook automation.

Track Inbound Webhook:

Harness the potential of inbound webhooks with the “Track Inbound Webhook” automation. Learn how to trigger actions within Bitrix24based on external data inputs, facilitating real-time data updates and synchronization.

Track CRM Form Submission:

Efficiently manage CRM form submissions with the “Track CRM Form Submission” automation. Explore how to automate lead generation and follow-up processes, ensuring timely and personalized interactions with prospects.

Track Customer Meeting Record:

Streamline meeting record management with the “Track Customer Meeting Record” automation. Discover how to track and organize meeting records within Berrix, enabling seamless customer interaction tracking and follow-up.

Detailed instructions are described below:

1. Go to “Settings”. Click “CRM Settings”.

2. Select “Automation” option. Go to “Bussiness Processes”.

3. Go to “Templates” within “Deal” section.

4. Click “Add template”.

5. Type Title and Description of template. Here, the title is named as “Setup a meeting”. Check the boxes according to requirement. Click “Save”.

6. Drag and drop the configured “Setup a meeting” parameter within the automation process of template.

7. Click “Settings” icon.

8. Add title, meeting subject, start and end date according to requirements. Check for all other parameters to add, if needed. Click “Save”.

9. You can see a newly configured template added by you.

10. Now, go to “Automation Rules”. Click “Other” and add “Run workflow” robot.

11. In “Template” attribute, select “Setup a meeting” within “Deals”.

12. In “Entity ID” attribute, select “ID” of the Deal from three dots option. Click “Save”.

13. Move “Run workflow” robot to newly configured stage “Run BP(Business Process)” stage.

14. Move your test deal to “Run BP” stage. Here, the test deal is named as “Company C Client”. Open the deal.

15. A new “Meeting” task has been generated within the deal.

16. Move back the deal to “Task Created Stage” stage. Open the deal.

17. Click “Create field”. Select “Book a Resource” as a type.

18. Type “Field Name” as “Car lift equipment” for now as a scenario. Select “Resources” in “resources and users” selection.

19. Add two resources named as “Car lift 1” and “Car lift 2” for now. Check the box “Add services and duration”. Durations for both services “Check Oil” and “Repair Work” will be “60 mins”. Select “Time Zone”. Click “Save”.

20. You can manually select the service and time of the resource.

21. Go to “Automation Rules”. Click “Other” and add “Book a resource” robot.

22. Select “Field” as “Car lift equipment” and add its dynamic service name. Select “Start date” and “Duation”. Click “Save”.

23. Move “Book a resource” robot to “Booking Resources” stage.

24. Move the deal to “Task Create stage” again and open it. Change the stage to “Booking Resources”.

25. You can see the “Car lift equipment” field’s information has been appeared.

26. You can manually select the Resources of your choice.

27. Move back the deal to “Task created stage” again and create a new stage named as “Resources booked”.

28. Go to “Automation Rules”. Click “Other” and add “Track resource booking” Trigger.

29. Add “Trigger name” and click “Save”.

30. Move “Track resource booking” trigger to “Resources booked” stage.

31. Move the deal from “task created stage” to “Booking Resources” stage. Refresh the tab.

32. The deal will automatically be moved to “Resources booked” stage.

33. Go to “Automation Rules”. Click “Other” and add “Cancel booking” robot.

34. Select “Car lift equipment” in “Field” attribute. Click “Save”.

35. Move “Cancel booking” robot to the best stage of your choice or create a new one. Here, robot is shifted to “Get data from SPA” stage for a while.

36. Open the deal in “task create stage”. Change the stage to “Booking Resources” stage.

37. The information of “Car list equipment” field will be generated.

38. The stage of the deal will be shifted to “Resources booked” stage automatically. Change the stage manually to “Get data from SPA”.

39. All information of “Car lift equipment” field will be removed and it will get empty.

40. Move back the deal to “Task created stage” stage again.

41. Go to “Automation Rules”. Click “Other” and add “Generate Code” robot.

42. Fix the “String length” and select all types in “Alphabet” attribute for now. Click “Save”.

43. Go to “Customer information” and add “Modify contact” robot.

44. Add dynamic “Code” in “Ticket24 password” attribute from three dots option.

45. Dynamic Code has been added. Click “Save”.

46. Move both “Generate Code” and “Modify contact” robots to “Booking Resoures” stage for now.

47. Open the deal and go to contact details.

48. You can see the current ticket24 password. Remove it for a while for testing purposes.

49. Change the stage of the deal from “task created stage” to “Booking Resources”.

50. A new ticket24 password will be generated in the contact details.

51. Go to “Automation Rules”. Click “Customer Communication” and add “Send email to customer” robot.

52. Move “Send email to customer” robot to “Booking Resources” stage. Edit the robot. Choose the sender of email and write body of email with dynamic “ticket24 password” to test it. Click “Save”.

53. Move back the deal to “test created stage” and again shift to “Booking Resources” stage. Open the deal.

54. Email has been sent to customer within the deal. Open it.

55. You can see the configured email and “ticket24 password” is present in the email body.

56. Go to “Automation Rules”. Click “Other” and add “Outbound webhook” robot.

57. This robot will be discussed in detail in the future. For now, the “Handler” url is copied to robot. Click “Save”.

58. Move the “Outbound webhook” robot to “Booking Resources” stage.

59. Move the deal to “Booking Resources” stage. You will get data that you will be using within the deal. All details related to this robot will be discussed later.

60. Go to “Automation Rules”. Click “Other” and add “Track inbound webhook” trigger.

61. Type “Trigger name” and “URL” will be automatically generated. Click “Save”.

62. Move the “Track inbound webhook” trigger to “inbound webhook” stage.

63. Move the deal to “Booking Resources” stage and open it.

64. Note the “ID” of the deal in the url.

65. Paste the “URL” used in “inbound webhook” trigger in the search bar. And also paste the id of the deal within the URL, in place of {ID}. Press “Enter”.

66. You will get some data related to your deal.

67. Refresh the tab. The deal will automatically be moved to “inbound webhook” stage.

68. Go to “Automation Rules”. Click “Other” and add “Track CRM form submission” trigger.

69. Type “Trigger name” and select form. Here, the selected form in “Bitrix24 administrative course”. Click “Save”.

70. As you can see, “Track CRM form submission” trigger and “Send email to customer” robot are present in “AdministratorCourse” stage.

71. Here, the registration form for administration course is submitted on the EMCSoft academy website.

72. The lead will be generated in the “New” stage and will automatically be moved to “AdministratorCourse” stage. Configured Email will also be sent to the person, who registered in the course.