EMCSOFT | Bitrix24 Developer

04 Mar 2024 | 555 Views | Amin

In the age of digital transformation, businesses are constantly looking for ways to simplify administrative tasks and boost productivity. One of the game-changers in this realm is the automation of paperwork. Bitrix24, known for its extensive CRM capabilities, also offers the power of ‘robots’ to handle your paperwork with ease. Let’s dive into how you can leverage these robots in Bitrix24.

Automating paperwork using robots in Bitrix24 is a practical step towards streamlining administrative tasks, ensuring accuracy, and enhancing efficiency. By harnessing the power of Bitrix24’s automation capabilities, businesses can focus more on growth and less on mundane tasks.

Understanding the Power of Robots in Bitrix24

Bitrix24’s robots are essentially automation rules designed to perform specific tasks without human intervention. When it comes to paperwork, these robots can:

● Automatically generate invoices

● Send reminders about upcoming paperwork deadlines

● Prepare and dispatch regular reports

● Update data fields based on specific triggers

● Steps to Automate Your Paperwork

1. Access the Automation Rules:

Begin by navigating to your Bitrix24 CRM and selecting the appropriate section, such as ‘Deals’ or ‘Leads’. Look for the ‘Automation Rules’ tab.

2. Choose the Right Robot:

Bitrix24 offers a plethora of robots tailored for different tasks. For paperwork automation, robots like ‘Document Generation’ and ‘Send Message’ can be particularly useful.

3. Configure the Robot:

After selecting a robot, set the parameters. For instance, if you’re setting up ‘Document Generation’, you’ll need to define the template for the document and determine when and how it should be sent out.

4. Set Triggers:

Robots work based on triggers. These are specific events that, once occurred, will prompt the robot to take action. For paperwork, triggers could be a deal reaching a particular stage, a form submission, or a specific date/time.

5. Test and Optimize:

Once set up, it’s crucial to test the robot to ensure it operates as expected. Over time, as your business evolves, you might need to tweak the robot’s settings to better suit your needs.

Benefits of Automating Paperwork in Bitrix24

● Efficiency: Say goodbye to manual document generation and reduce the risk of human errors.

● Time-saving: Allocate the time you’d have spent on paperwork to more strategic business tasks.

● Consistency: Ensure every document adheres to a standard template, maintaining professionalism and brand consistency.

● Improved Responsiveness: Automated reminders and alerts ensure that no task is overlooked, boosting client satisfaction.

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

1. Go to “Automation Rules” and click “Create”.

2. Go to “Paperwork” and add “Create Document” robot by clicking “Add” button.

3. But before you add “Create Document” robot, open EMCsoft panel in another tab also. Go to “More”, select “Settings” and click “My Company details”.

4. Click “Create”.

5. Type your “Company Name” and add all attribute if you need. In details attribute, click “Add” and select “Company” to add company details.

6. Edit company name and select template as “Company”. Click “Add Image” button to upload your “Signature” after adding Company name, VAT Id and address.

7. Upload image containing your official signature. And click “Add banking details” option to add your banking details.

8. Add “Title”, “Bank Name”, “Bank Address”, “Bank Account Holder Name”, “IBAN” and “BIC”. Click “Save”.

9. You can see, address attribute has been added. And select the company name in details attribute of which you want to use the details in the document. Click “Save”.

10. Now again open the EMCsoft panel in new tab, go to “Leads” tab and open the lead in which you want to add the document.

11. Go to “Document” and select “Add new template”.

12. Click “Settings Icon” and select “Fields”.

13. Come back to previous tab of adding company details, right click on your window and click “Inspect”.

14. Click the “cursor button” located at the top left side of your console.

15. Drag and drop the cursor button to the required attribute which you want to add in the document. In this case, it’s “Company Name”. You will directed to the tag of that attribute in html view. Copy the unique name assigned to the input tag of your attribute in the console. It’s “RQ_COMPANY_NAME” for the company name here.

16. Go to third tab again where you opened the fields section. Paste the copied name without underscores. Find the exact address of your targeted attribute and click “Copy” to copy the “Symbolic code”.

17. Open the docs file and paste that symbolic code. The format of docs file can be of your own choice.

18. Now, again drag and drop the curson button to the “VAT Id” input field and copy the unique name assigned in the VAT Id input tag.

19. Paste in search bar of fields panel without underscores. Locate the exact address of the “VAT Id” for which you are looking for and copy it’s “Symbolic code”.

20. Paste the symbolic code in the docs file.

21. Drag and drop the cursor button to the “Address” attribute. And if you feel difficulty to locate the tag of your required attribute. Just move to fileds panel tab.

22. You can manually search for general term. In this case, it’s “address”. Find the exact name reflecting the best location of your required attribute and copy it’s “Symbolic code”.

23. Paste the symbolic code in the docs file.

24. Drag and drop the cursor button to the uploaded image of signature and copy the unique name assigned in the tag of your signature image.

25. Paste in the search bar of fields section, locate the exact address of signature attribute, and copy the symbolic code. Paste in the docs file.

26. Go to “Leads” tab in another tab of your browser and open the lead of your own choice.

27. Go to “Document” and click “Add new template”.

28. Download the ”invoice” template present in the default list of template files.

29. Move or copy the image placement box from the invoice template to your own template or docs file.

30. Click the image placement box and click “Alt Text”.

31. Move the “Symbolic code” of your signature attribute to the alt Text section and save the file.

32. Go to “Leads” tab again and open the lead.

33. Go to “Document” and click “Add new template”.

34. Click “Upload” button.

35. Select your saved document containing the symbolic codes and upload.

36. Add name of your template, check the boxes, select CRM setion to bind with template, fix template users and select country to bind. Click “Save”.

37. Again open the lead and go to “Document”. Click your newly uploaded template name.

38. You can see, your required attributes have been fetched in this template. But the address is not present here. That means, we copied the wrong symbolic code.

39. Again search for the address attribute location in the fields section and copy the correct symbolic code of your required attribute.

40. Edit your docs file and paste a new symbolic code against company address.

41. Open the lead, go to “Document” and click “Add new template”.

42. Edit your previously uploaded template.

43. Click “Upload new”.

44. Select the updated docs file to upload.

45. Click “Create New”.

46. Now you can see, all attributes have been successfully fetched.

47. Drag and drop the cursor button to the “Bank Name” attribute. Copy the unique name assigned to the tag of that input filed in the console.

48. Paste in search bar of fields section without underscores, locate the exact address of the bank name and copy the symbolic code.

49. After pasting bank name symbolic code in the docs file. Search for bank address in the search bar, locate the exact location of the bank address attribute. Copy the “Symbolic code” and paste in the docs file.

50. Drag and drop the cursor button to the “Bank Account Holder Name” attribute and copy the name assigned to the tag of that attribute.

51. Paste in search bar in fields section without underscores and copy the symbolic code for the bank account holder name.

52. Drag and drop the cursor button to the “IBAN” attribute and copy the name assigned to the “IBAN” attribute input tag.

53. Paste in search bar without underscores and copy the symbolic code reflecting the exact address of “IBAN” attribute.

54. Drag and drop the cursor button to the “BIC” attribute and copy the name assigned to the “BIC” attribute input tag.

55. Paste in search bar and copy the symbolic code representing location of “BIC” attribute.

56. Open your lead, go to “Document” and click “Add new template”.

57. Edit your previously uploaded template.

58. Select the updated docs file containing company and bak details symbolic codes.

59. Click “Create New”.

60. New template contains all company and bank details with signature.

61. Come back to your “Create Document” robot configuration. Open it.

62. Select “Template”, Check all boxes, select “Company”, select the company of which you want to add company and banking details. Click “Save”.

63. Move your “Create Document” robot to the “Create Document” stage.

64. For testing purpose, go to “Leads” tab and click “Create”.

65. Type the name of your lead and click “Save”.

66. Move your lead to the “Create Document” stage. Open it.

67. Document has been created in your lead. Open it.

68. All company and banking details are present in this document.

69. Open your “Create Document” robot and add “Document Fields”. In this case, the document field added is “Document Title”. By click three dots option, select the dynamic attributes to be used as document title. Click “Save”.

70. Open your lead.

71. The document title has been changed here. It contains the “Id” and “lead name” as configured in the robot.

72. In your lead panel, go to “Products” tab and click “Add Product”.

73. Add your products and click “Save”.

74. For products attribute to add in the docs template file. Search for products in the search bar in fields section and copy the symbolic codes of product name, price and quantity of your products. Paste all symbolic codes in the docs file.

75. Copy the symbolic code of the field representing the exact product’s amount. Paste in the docs file.

76. Move the image placement box from the invoice template to your own template for the purpose to attach the symbolic code of product’s image with it.

77. Search the product’s image symbolic code in fields section and copy it. Select the image placement box and paste the symbolic code with it as an alt text.

78. Open your lead, go to “Document” and click “Add new template”.

79. Edit your previously uploaded template.

80. Click “Upload new”.

81. Make sure all the required fields are filled, check all the boxes and click “Save”.

82. Click “Create New”.

83. All products details have been added in template except images. That means, the symbolic code was incorrect which we added as an alt text against image placement box.

84. Go to “More”, select “Inventory” and click “Product Catalogue”.

85. Open any product.

86. Inspect the window, drag and drop the cursor button to the “More Pictures” section. Copy the unique name assigned to the “More Pictures” attribute tag.

87. Search in the search bar in fields section and copy the symbolic code of the field reflecting the exact location of the “More Pictures” attribute. Edit th previous symbolic code of pictures and update the alt text.