Bitrix24 Training Course 1. CRM Robots: Employee alerts

Starting with Employee Alerts

Firstly, let’s focus on employee alerts. These are among the most commonly used robots in Bitrix24 due to their simplicity in setup and vital role in the workflow.

Let’s say, for example, a new lead is generated in your system (be it through an online form, social media integration, or any other means). As soon as the lead is generated, it’s essential to notify the responsible person. An employee alert robot will do precisely this – it will send an immediate notification to the responsible person, informing them about the new lead and urging immediate action.

Customizing the Notification

You can customize this notification according to your needs. You can add the lead’s name, the time of creation, and specify actions that the responsible person should take, like calling back the client within the next 15 minutes. The sender can be set as per the hierarchy, like a boss or head of the department.

Implementing Business Logic

It’s possible to add business logic to these robots as well. For example, you can set a rule that the lead should move to the “In Process” stage within 15 minutes of creation, indicating the manager is attending to it.

However, if the lead remains in the “New” stage even after 15 minutes, the robot will send a notification to the supervisor and the responsible person, informing them about the delay. The supervisor can then take necessary action to ensure the lead is attended to promptly.

Post-Process Notifications

Once the lead moves from the “New” stage to the “In Process” stage, you can also set the robot to make a post about the progress. This way, everyone involved in the process will be aware of the lead’s status.

In essence, Bitrix24 robots are essential tools that aid in optimizing operations, enhancing employee productivity, and ensuring swift action on leads and deals. Stay tuned for the upcoming articles where we delve deeper into more specific robot functions and how to utilize them efficiently.

1. Go to “Leads” tab, and click “Automation Rules”.

2. Click “Create”.

3. Go to “Employee Alerts” and click “Add Notification”.

4. Fix the time of notification to be triggered. Check the option boxes, if required. Then Click “SELECT”.

5. Click three dots option to explore the attributes to be inserted in the message dynamically.

6. Select the role to be called in message according to requirement. In this case, “lead name” is selected.

7. As you can see, “Lead Name” is inserted in your message.

8. Click “Select” in sender box. You can select sender by three options “Recent Items”, “Roles”, and “Departments”.

9. Select Recipient. In this case, Responsible person is the recipient. Click “Save”.

10. In “Leads” tab, click “Create”.

11. Type “Lead Name”, and click “Save” to create a new lead.

12. Here, a new notification popped up, and a lead name is present in the notification.

13. Now, click “edit” to manipulate notification conditions.

14. In this case, a few new attributes like Lead Name, Created On, and Responsible person are added in message.

15. For testing purpose, again create a new lead, and name the lead. Click “Save”.

16. Here, the notification is shown and all the attributes of a specific lead created are present in the message.

17. In this scenario, if responsible person didn’t contact to lead person within 15 mins, a notification should pop up as a reminder. Apply the time of running the notification. Check the box to run the notification, if you want to trigger after the previous automation rule. Click “Select”.

18. Click “+” icon to apply a condition for triggering notification.

19. In this case, the Status should be equal to New for lead.

20. Write your message for alerting the responsible person, with proper attributes in the message, if required.

21. Click “Save”.

22. If you want to alert the supervisor at the same time. Apply “Run” time as immediate, check the box to run notification just after the previous automation rule and select your “Recipient”. Click “Save”.

23. In “Automation Rule” tab, click “Create”. Go to “Employee Alerts” and click “Add comment to item”.

24. Apply run time, and conditions. Write your message with attributes to be added. Select “Created by” person. Click “Save”.

25. Open your newly created lead and you can see the configured comment.

26. Let’s suppose if your lead is converted to a deal, then “Post” will be best option for alerting employees. In “Automation Rule” tab, go to “Employee Alerts”, and click “Add Post”.

27. Apply conditions, write the tile of post, and description. Select “Sender” and “Recipient”. In this case, the “recipient” is the whole “Sales Department”.

28. Here, you can see the post alerting about the conversion of lead into deal.

29. For email alerts, go to “Employee Alerts” and click “Send email”.

30. Apply conditions. Select the person with email in “From” option. In “To” option, select the person whom you want to send email. You can find email in the profile of employees in BITRIX24. Write the title and body of email with proper attributes. Click “Save”.

31. Create a new lead, name your lead and click “Save”

32. Here, the email is received.

33. For SMS alert, go to “Employee Alerts”, and click “Send SMS to employee”.

34. But before you need to activate TwilioSMS application/service. For that purpose, go to “Market”.

35. Search for “TwiSMS” and click “TwiSMS” application.

36. Click “Install, check the boxes and then click “Install”.

37. Fill in the information and click “Install”. And for guidance, click “Help me now!”.

38. Apply conditions, type your message with proper attributes, and select your “Provider” as “(TwiSMS) Sending sms via twilio”. Click “Save”.

“You can also watch this video on Youtube”

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