EMCSOFT | Bitrix24 Developer

04 Mar 2024 | 491 Views | Amin

Introduction

Welcome back to the second part of our video series on automating paperwork with robots. In our previous video, we explained how you can automatically generate documents using templates and streamline your document creation process. Today, we’ll continue exploring the capabilities of these robots in the paperwork section of your automation toolkit.

Track Entity View

Let’s kick things off with “Track Entity View.” This robot is a simple yet powerful tool. Imagine you’ve created a document and sent it to a client. With Track Entity View, you can monitor when your client opens and views the document.

Here’s how it works:

You create a stage, such as “Customer Opened Link,” and move the robot to that stage.

When your client opens the document, the lead’s stage changes from “Create Document” to “Customer Opened Link.”

You can even set up notifications to alert your team members. For example, if your client is actively viewing your offer, you can send a notification to a supervisor or responsible person, prompting them to follow up or call the client.

This feature is incredibly useful for tracking client engagement and ensuring timely responses.

Modify Details

The “Modify Details” robot comes in handy when you need to make changes to a company or contact’s information. Typically, updating these details manually can be time-consuming, but this robot streamlines the process.

Here’s how you can use it:

● First, specify whether you want to modify details for a company or a contact.

● Select the relevant template for the entity type.

● Configure the specific changes you want to make.

● Move the robot to the appropriate stage, and when it’s triggered, it will automatically apply the changes you’ve defined.

For example, if a manager needs to change the price on an invoice, they can do so within a specific stage. The “Modify Details” robot will then confirm the changes and update the lead accordingly.

Get Details Values

Lastly, we have the “Get Details Values” robot, which serves as a helper in your automation workflow. This robot extracts and saves data for use in other robots. It’s particularly helpful when you need to send automated emails with dynamic content.

Here’s how it functions:

● Configure the robot to extract data from a specific entity type, such as a company or contact.

● Select the appropriate template for data extraction.

● Save the extracted data for future use.

For instance, you can use this robot to extract the name of a company and its unique identifier (ID) and then use this information in automated emails. This ensures that your emails are personalized and tailored to the recipient.

Conclusion

In this part of our series, we’ve delved into the functionalities of robots in the paperwork section of your automation toolkit. These robots can help you track client engagement, automate changes to company details, and extract valuable data for personalized communication.

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

1. Go to “Leads” tab.

2. Click “Automation Rules”.

3. Click “Create”. Go to “Paperwork” and add “Track Entity View” robot.

4. Move your “Track entity view” robot to a new stage named “Customer opened a link”.

5. Now, move your previously configured lead to the stage named “Create Document”. Open the lead.

6. Open the document.

7. Copy the link to your document.

8. Send this link to your client via email within the lead.

9. When the client opens the link to your document, then your lead will move to the “Customer opened a link” stage.

10. Click “Create”. Go to “Paperwork” and add “Add notification” robot within “Employee alerts” group to get a notification.

11. Move “Add notification” robot to “Customer opened a link” stage and edit it.

12. Check the box, write the message, fix the sender and receiver. Click “Save”.

13. Move the lead to “Create Document” stage.

14. When the client opens the link to your document that you sent in the email. The lead will move to the “Customer opened a link” stage. Also the receiver will get a notification alerting that the client opened the link.

15. Go to “Automation Rules” and click “Create”. Go to “Paperwork” and add “Track new entity” robot.

16. Move “Track new entity” robot manually to the “New Entity” stage.

17. Now move your lead back to the “Processed” stage. Open the lead.

18. Go to “Products” tab within the lead. Change any product’s price and click “Save”.

19. Now move the lead to “Create Document” stage.

20. Refresh the browser tab and lead will automatically move to the “New Entity” stage.

21. For notification configuration, click “Create” within automation Rules. Go to “Employee alerts” and add “Add notification” robot.

22. Move “Add notification” robot to the “New Entity” stage.

23. Write notification body. If you want to add dynamic fields in the content, you can select from three dots options and add fields of your own choice. Fix Sender and Recipient. Click “Save”.

24. Move the lead to “Processed” stage. Open the lead.

25. Go to “Products” tab within the lead. Change the price of any product and save it.

26. Move the lead to “Create Document” stage.

27. Refresh your browser tab. The lead will automatically move to the “New Entity” stage.

28. The recipient will get the notification alerting about the changes in the lead.

29. Go to “Automation Rules” and click “Create”. Go to “Paperwork” and add “Modify details” robot.

30. Move the lead to “Processed” stage again. Open the lead.

31. Click “Create Field” and select “String” as field type.

32. Write filed name. In this case, it’s “Company name manuall”. Click “Save”.

33. To add second field, again click “Create Field”. Select “String” as the field type.

34. Add second field title and save it. Double click on the text “field is empty” to add field content.

35. Write your fields content of your own choice and save it. In this case, Company Name and VAT ID are added.

36. Move “Modify details” robot to “Modify details” stage and edit the robot.

37. Fix the “Entity Type” and “Templates” for which you want to modify details. Select the “Address Type” that you used in the document creation. Click “Add Condition” and select the field name for which you want to modify details. In this case, it’s “Company Name”.

38. Click “three dots” option and select “Company name manuall”.

39. Again click “Add Condition” and select “VAT ID”.

40. Choose “VAT ID manuall” by clicking “three dots” option. Click “Save”.

41. Move the lead to “Modify Details” stage. Open the lead.

42. Open the document within the lead. Company Name and VAT ID have been overwritten with new fields.

43. Go to “Automation rules” and click “Create”. Go to “Paperwork” and add “Get details values” robot.

44. Select “Entity Type”, “Templates” and “Address Type” of the document from which you want to extract information. Click “Save”.

45. Move “Get details values” robot to “Get Values” stage.

46. Go to “Customer Communication” and add “Send email to customer” robot.

47. Move “Send email to customer” robot to “Get values” stage. Edit the robot.

48. Fix the sender and title of email. Write body of email. To add dynamic fields in email, click “three dots” option, go to “automation rules”, then “get details values” and select field of your choice to add in email. In this case, “Company name” is selected.