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Bitrix24 FAQ
Getting started with Bitrix24

After domain registration in Bitrix24 service is completed, your user account is created as the first employee of your company and you are given administrative access to the instance.  To get work started, invite other users.
1. Open the user invitation form by one of the following methods:
1.1. Use the ‘Create’ button available at the top left corner at any page. Choose the ‘Invite employees’ item from the drop down list.
1.2. Use the ‘Invite user’ button from the Company>Employees page.
2. When the invitation form opens, enter the e-mail addresses of persons you want to invite and click the ‘Invite’ button.
3. An invitation is sent to specified user’s e-mail addresses. Users should follow the link provided in the e-mail and confirm registration by filling in their profile data.
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Main page of your Bitrix24. Structure and features.

After authorizing in Bitrix24, each user sees the Main page of the instance (intranet). The Main page is the page where all recent activity on the intranet is easily visible to the user, as well as one-click access to all the functions and user areas to which the user has access.

The page can be divided into a few zones:

  1. The top panel includes the company name, icons for launching the messages and notifications windows, the working time management tool, and the current user’s menu.
  2. The ‘Create’ button and the main menu are in the left-hand column. This button can be used to create invitations for users, initiate new tasks and groups, add events to the calendar, and upload files or photos. The main menu is below the Create button and allows navigation throughout the intranet.
  3. The center of the Main page is dedicated to the Activity Stream. Intranet events are added here automatically as they occur, with sensitivity to the user’s permissions and preferences. There is an input box where posts containing files, video, images, and links can be added to the Activity Stream of selected recipients or simply to all users. The Activity Stream also features comments, bookmarks, and liking.
  4. The right-hand column consists of the content blocks: Upcoming events (displays events scheduled for today where the current user is a participant), My Tasks (filtered for the current user), and Birthdays (displays upcoming user’s birthdays). The instant messenger tool is below these blocks and allows access to the message window, notifications, and to the contacts windows.
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Company Structure

After inviting users to your Bitrix24 intranet, you can create a view of your company structure by creating departments and sub-departments and assigning department heads and users. Creating a company structure is not required, but if your company has a large number of employees and a deep departmental hierarchy, it will be convenient for users to orient themselves using this visual representation of the company.
Another advantage gained from the visual representation of the company is that several objects in the intranet, such as the Activity Stream, tasks, and calendar events allow the options to share with or send to members of a selected department.
To create your company structure:
  1. Open the Company>Company Structure page.
  2. Click the Add department button.
  3. Specify the department name, a parent department, and the department supervisor in the form.
  4. Save the department by clicking on the Edit button.
  5. A new department will be added to the structure.
  6. To add new employees to the department, go to the user profile and select the appropriate departments. Once an employee is added to the visual structure, their avatar can be dragged and dropped to any other location in the structure.
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Workgroups. What are they and what are they for?

The workgroup is a virtual community of users created for discussing and solving of defined issues, goals and tasks.

By uniting users into workgroups for collaboration and projects, all the communications and data related to a given project or team is organized in a single place. All tasks inside the group can be viewed in relation to each other and access to information can be shared to users outside the group if needed.

Groups have individual permission settings and roles such as moderators, owners, and members. New members are added via invitation.

The following features are available for each workgroup:
  • conversations
  • photo gallery with bulk uploading, ratings and comments
  • calendar
  • tasks
  • document library
  • wiki
  • search inside the group
Group members will see all group activities in the Activity Stream with other updates, and on the group's main page there is a specialized activity stream that shows only group activities. This allows users to keep abreast of events, without excess navigation.

After starting the service, there are several preset working groups which can be edited or deleted. An unlimited number of workgroups can be created, and existing groups can be moved to the Extranet to be shared with third parties, or archived after the project is finished.

Any user may create a workgroup and be its owner.
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Workgroups. New group creation.

To create a new workgroup:

  1. Choose the Group item from the drop down list of the Create button or the Create Group button in the Workgroups&amp>All Workgroups page.
  2. When the group creation form opens, enter the group name and description, specify if the group is visible to all users and if it is public.
    Visible to all means that the group is visible to all users who have an active account in your Bitrix24 instance. Otherwise, the group will be visible only to its members and users with administrative access to your intranet instance.
    Leave the Public group option unchecked if you require membership pre-moderation.
  3. Specify what features should be available in the group in the second tab of the form. Features can be enabled/disabled and access to them can be set at any time after the group is created.
  4. Invite users to the group in the third tab. Group Invitations will be sent to users via the instant messenger and users won’t become group members until the invitation is accepted.
  5. Specify keywords and who can invite users to the group in the fourth tab.
  6. That is all. Save settings and begin collaboration with colleagues.
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Workgroups. Extranet.

Extranet is a web zone inside your Bitrix24 instance created so that company employees can productively collaborate with authorized users from third parties such as clients, suppliers, or partners.

The extranet is based on the workgroups. External users are invited to a workgroup, communicate with the workgroup members and are allowed access only to that workgroup and their own profile.

For example, web studios can create a separate workgroup that is available in the extranet for each project, invite clients there, discuss the project, store related documents and media files, manage tasks, schedule events, and so on.

Each Extranet workgroup is divided among employees and outside users. The activity stream in the group’s main page shows the workgroup’s events. Employees who are members of the Extranet group will see its activity in the main Activity Stream, noted as coming from the Extranet. Extranet users will see the activities of the workgroup(s) in which they are members. IM messages can be sent to and from Extranet users, but only by employees who are members of the given Extranet group. Furthermore, tasks from the extranet group are listed and marked clearly in each employee’s personal task section.

To begin work with the extranet:
  1. specify that the group is available in the extranet in its settings (this can be done with a new or with an existing workgroup)
  2. invite external users by sending them messages via e-mail
  3. participants can follow the link from an invitation and immediately create their own password, fill in their user profile, and start working inside the group to which they were invited
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What you need to know about Document Libraries: 3 types of libraries

Bitrix24 offers three types of file storages which differ by their location, not by functionality.

The Shared Documents (Image 1) is a separate section for storage of and collaboration on general documents and files (like policies, directives, and standard forms for printing) which are available universally. The users have access to this library according to settings which can be configured as needed. It is also possible to give special access settings to individual files, that is, each document can have its own unique access settings, so some users can only read, others can edit, etc.

Personal files (Image 2) is a file storage area in each user’s profile. Access to this file storage and to individual files or folders within it can be determined by the user.

Group Files (Image 3). Each project group or workgroup has its own document library. In library’s settings, access permissions for reading, editing, and creating documents are set according to the role of the group member.


Note: If a user does not have access to a document library where a file is located, but is granted access to that document via the document’s individual access settings, the document’s detail page will be accessible.
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What you need to know about Document Libraries: Shared files in the personal library

A user can place private files into the personal library and they will not be visible to other users. In addition, there is a ‘Shared files’ folder present in each user’s personal library. By placing files into this folder, they become accessible to other users (Image 1).

Read access is granted to files inside the Shared Files folder (Image 2).

Each user can change the access rights to the Shared files folder. Groups or other users may be granted write access, for example.
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What you need to know about Document Libraries: Search

Bitrix24 performs search on the content of various types of document files (docx, doc, pdf, xls, ppt…). Indexation of these files is performed immediately after upload to a document library (Image 1).

Each type of document library (personal, group and Shared Documents) has a filter on the right; filters can be saved and re-used (Image 2).

In group libraries, an Advanced Search feature is available which allows search by date or date range (Image 3).
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What you need to know about Document Libraries: Network Drive

Any individual document library or folder in a library of Bitrix24 may be set up to be accessible locally on a user’s computer as a network drive (Image 1).
A new disk appears in the list of network drives (Image 2, left-hand side). You can work with this folder and the files in it through a file manager like Windows Explorer. Access rights (read, write, deleting) are granted in accordance with the access rights of the document library.
The content of documents added or edited via this network drive connection are immediately indexed in Bitrix24, so it will appear in search results.
Disks can be set up in the main operating systems in use (Windows, MacOS, Linux). Simply click the Network Drive button located at the top of the document library and follow the instructions provided.
Instructions for connecting a network drive differ according to the operating system and browser which you use.
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What you need to know about Document Libraries: Ways to share files in Bitrix24

There are a few methods for sharing files in Bitrix24:
  1. Attaching a file to a post in the Activity Stream

    To attach a file to a message in the Activity Stream (Image1), enter the recipients (the default is set for everyone) and click the paper clip to open the file upload interface. Upload a file or files by dragging them fr om your file manager onto the upload interface or by clicking on the interface and browsing to the file(s). After the file is uploaded, you will be able to choose wh ere it should be saved (in the message itself, in your personal files, in a group or in Shared Documents).

    When the message is sent, each addressee receives notification via Instant Messenger and the post will appear in the Activity Stream only of addressees. Access to the message itself and the attached file will be granted only to users shown in the To: field. After the message is sent, users can view the file and discuss it directly in the Activity Stream. If the file is saved in a document library, discussion can likewise go on in the document’s detail page.
  2. Uploading a file to a document library

    A document uploaded to a document library (personal, group, or Shared Documents) will be visible in the Activity Stream for users who have access to the given file.

    The item in Activity Stream can be bookmarked, subscribed to, commented upon, or liked (Image2).
  3. Sending a link to a file

    If a document is already located in a library and you need to point it out to a colleague, you can either send a message from the Activity Stream and attach the file via the “sel ect document from library” link in the upload interface (Image 1), or a link to the document can be obtained fr om the action button in the library and sent (Image 3).
Files can also be attached to tasks, meetings, work reports and CRM elements.
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CRM: Integration with Send&Save

You probably know that the CRM allows you to send out emails to contacts, companies and leads individually and in bulk (1.png).
Such correspondence is saved as an event in the given CRM element, whether it is a lead, company, or contact.

Send&Save is an additional feature of Bitrix24 which allows emails that are sent between contacts and sales personnel using their usual email clients (e.g. Outlook) to be logged as an event simply by sending a copy of the email to the CRM.

Suppose you are writing an email to a new client from your personal or your business mailbox. Using Send&Save, you can add the message to the client’s CRM record without ever having to open the CRM.

Configuring Send&Save in the CRM is done on the Settings>Send&Save Integration page.

Create a new POP3 mailbox and fill in the fields (2.png).

Send the message to the CRM.

For messages to be added to the CRM (3.png), they should be sent or CC’ed to the CRM email address. Messages in the mailbox set up for the CRM will be processed and added to the proper CRM element according to the following rules:
  1. A sales team member sends an email to a client and copies the CRM. The message will be added to all elements which contain the email address of the client.
  2. If a message is sent to the CRM with an expression in the subject line that can be resolved by the system as per the “Resolve Entity Using the Expression” field, then the message will be added to the specified CRM element. For example, [LID#48] will go to the Lead with the ID number 48, and [DID#88] will be added to Deal 88.
Messages received are added to the CRM every 5 minutes.
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CRM: adding custom fields

In the forms for creating various CRM elements (leads, contacts, etc.), you see the standard fields which can be filled out or edited and contain the basic information concerning the element (1.png).

Since every company will need additional fields which are specific to its business, there is a simple system for adding custom fields.

Opening the Custom Fields page (CRM->Settings->Custom Fields), you are shown the various element for which new fields can be created (2.png).

The following data types are available for custom fields (3.png).

For example, I’ll add a custom field of the Bind to Information block elements type to a deal; this will let me link to a file in a specified Bitrix24 document library. Below, I’ve chosen Common documents (4.png).

Now when a deal is added or edited, a link directly to the contract can be given (5.png), and when viewing the deal, the link to the contract is visible. The user’s access permissions to the document itself will determine whether the link can be followed and whether the file can be edited.
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CRM: Reports

Reports are one of the most important parts of the CRM system, since it is reports that allow prognosis and analysis of all work with clients and, in turn, optimization client interactions at individual stages or systematically.

Bitrix24’s CRM has a report builder for all types of CRM elements (leads, deals, contacts, companies). Using this tool, you can create customized reports which provide insight into critical processes. The CRM includes 8 standard reports, as well. You can use these reports as they are or as templates for customized reports.

To work with CRM reports, navigate to the page CRM ->Reports (Image 1). Available reports are visible here. If no reports are created yet, a button will offer to launch a wizard that creates the standard reports.
We will not discuss the standard reports. You can get familiar with them in your Bitrix24 instance.

Here we will look at the report builder (Image 2).

When creating a new report, you need to name it and indicate a reporting period (e.g. week or month).


The Columns section configures the reports columns:
  • The Calculate column option lets you show a value in the report that is calculated using other values. This could be a sum or a count of unique values in the column.
  • The arrow buttons let you modify the order of the columns in the resulting report.
  • To change the name of a column or to delete it, use the control buttons to the right of the column name. (Image 3). Note: for data types that show numbers, you can display the value as a percentage using the % control button (Image 4).
  • The Add button adds a new column to the report.
The Filter section allows filtering parameters in the report:
  • The + and allow adding additional conditions to the filter or deleting an existing condition. When multiple conditions are entered, a drop-down list appears which allows you to choose the limitations of the results in the report according to all, or any subset of the chosen conditions (Image 5).
  • The and/or button builds the condition tree (Image 6). In the above example of building a report, the following conditions are applied:
    (Responsible person = Alex Boston and Deal stage = Closed Won) or (Responsible person = Ian May and Deal stage = Closed Won). Note: the level of ‘nested’ conditions is arbitrarily limited to 4 levels in order not to complicate the interface.
  • The Change filter in reports option lets you change applied conditions in the filter panel and change them directly while viewing the report.
  • Using the Maximum items option, you can limit the number of items which show up in the report.
The report builder allows reports to be previewed (Image 7).

Data in the report changes in real time depending on changes in the CRM. Each user can build reports and see results corresponding to all the CRM items to which he or she has access.

By default:

Managers (Sales managers) can build reports based on their own activity.

Department heads see reports which include all the activity of their subordinates.

Chief Executive and Administrator roles see all applicable CRM data in reports.
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Calendars and Contacts synchronization with Apple products

Users of Bitrix24 may connect the service’s calendars to their Apple device (Mac OS X, iPad, iPhone) and implement two-way sync. That is, when events in the Bitrix24 calendar are added or changed, these changes are displayed on the Apple device, and vice versa.

Also, users can add all the contacts to their devices and find data about any colleague at any time. This is one-way integration, that is, contacts are loaded to the device from Bitrix24, but cannot be loaded to it from the device. If a contact profile has changed, or if new contacts have been added, the information will be correspondingly upd ated in the device.

Calendar synchronization
  1. On your device, click Settings and select Mail, Contacts, Calendars&Accounts.
  2. Click Add Account.
  3. Select Other > Add CalDAV Account.
  4. Specify your Bitrix24 address as server (<your_domain>.bitrix24.com). Use your login and password.
  5. A secure connection to domains is required, so indicate https protocol via port 1443 in the Advanced Settings of the CalDav account.
Your calendar will appear in the default Calendar application on your device.


Contact synchronization

  1. Click Settings and select Mail, Contacts, Calendars&Accounts.
  2. Click Settings and select Mail, Contacts, Calendars&Accounts. Click Add Account.
  3. Select Other > Add CardDAV Account.
  4. Specify your Bitrix24 address as server <your_domain>.bitrix24.com). Use your login and password.
  5. A secure connection to domains is required, so indicate https protocol via port 1443 in the Advanced Se ttings of the CardDav account.
Contacts will appear in the default Contacts application on your device.
Calendars and Contacts synchronization with Android

Since Android-based systems don’t have support CardDAV and CalDAV protocols by default, connection via this technology is not possible.

There are applications in the Android Market which facilitate connection. In this case, you’ll need to show the path to the calendar in Bitrix24, which will look something like: https://<your_company>.bitrix24.com/bitrix/groupdav.php/s1/<your_login>/calendar/2/. The exact path can be found under the “Mobile Connection” button beside the calendar grid in Bitrix24.

However, Google calendars can be connected and synchronized without additional software. Consequently, a Bitrix24 calendar can be synchronized with Google, which is in turn used to synch with an Android device.

To set up this type of synchronization, there are two steps: connect a Google calendar with Bitrix24, and then connect the Android device to this Google calendar.


To connect to Google, perform the following actions in Bitrix24:

1. On the Bitrix24 calendar page, in the Add menu, choose the ‘external calendar (CalDav)’ option.

2. Follow the instructions, entering the required dat a:

-Calendar name;
-Address for connecting to the external calendar: https://www.google.com/calendar/dav/YOUREMAIL@DOMAIN.COM/user
- User name and password to connect to the Google calendar (for your Google account)

To configure the connection between the Google calendar and an Android device:

1. Open Settings on the device and to the Accounts and sync tab.
2. Choose Add Account.
3. Choose Google Accounts as the account type.
4. Enter the email and password of your Google account.
5. Choose Sync Calendar – Done.

Synchronization of calendars is automatic and bi-directional.
Bitrix24 Windows App using Proxy Server


Hello dear friends!  
In this article I would like to tell you how to work in Bitrix24 Windows app using the Proxy Server.
You have to set the following options:
Control Panel – Network and Internet – Internet Options





In the Internet Properties’ window that appears, select “Connections” – in the bottom of the window you will find the Local Area Network (LAN) settings, to change them click on the “LAN Settings” button; check the box “Use a proxy server for your LAN”.


Select “Advanced” and enter the Proxy settings information.

The internet options item in this list can also be found in Internet Explorer
Hi,

My company has two separate accounts that are going to be handled by a single department in the future. Is there any way to sync these two accounts so that the information from one account can be displayed or shown on the other account?

Thanks
Hi Naveen,

Unfortunately such option is not available in the Cloud, but Bitrix24 Self-hosted Enterprise plan has "Multiple Divisions" option.

Best,

Yana.  
1. How can i remove my domain ?
or
2. Can i able to give authority to other?

Is it possible then give guidelines to do so.

Thanks and Regards,
Jaya Prakash
Edited: prakash rao - 01/08/2015 14:10:26
Hi Jaya!

Your Bitrix24 intranet will be deleted after 40-50 days of inactivity if you choose to stop using it. You cannot give rights of your intranet to another user  (exception for paid accounts only).

Best,

Yana.
Hello,
Along those lines, if I purchase Bitrix24 Enterprise Self Hosted Edition and make customizations to the code for my real estate brokerage (500+ users as of this writing), would the license allow me to set up other franchise offices for my business and sell subscriptions to use the product?  I would need to know if this is possible as I don't want to invest in the Enterprise edition and unlimited user license if offering this to other real estate brokerages is against the license policy.  Please advise as I'd like to get started and am stuck between Bitrix24 and vTiger.  Thanks so much!
Hi Amir,

No, this is not allowed due to our license policy.

Thanks for your interest.

Best,

Yana.
I would like to create an external group, to invite a client to interact with the team. But when I try to create the group I don't see the option for "external".
Am I doing something wrong??

Thanks
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Hi Santiago!

Extranet is available in Bitrix24 paid plans only.

Best,

Yana.
OK Yana, thanks a lot
good to know
Hey There,
I am considering using bitrix24 for my real estate brokerage in NY. I am having a problem converting the current platform to be real estate friendly. For example where the product tab is in the CRM i will need it to be changed to Properties. I know the custom fields will change what is within the tab. But how can I change the tabs to customize them to my needs. Also thumbs up on the phone feature definitely will be using that if we use this platform.  
Hi Eddie!

In case you're considering Bitrix24 self-hosted verison, we do have a great partner in NY:

http://www.aurora-it.us/contact/                        
Phone: 866-573-5773
Location: NY, USA

The cost of licensing Bitrix24 through a partner is the same as purchasing from us directly, but partners also offer value added services that we don't, such as training, consulting, integration and customization of Bitrix24.

As for the cloud verison - these CRM sections cannot be be renamed.

Best,

Yana.

Hi,

Is there any section in bitrix 24 for company accounting


sahil
Hi Sahil,

Bitrix24 does not provide accounting, but 3-rd parties accounting solutions can be integrated to Bitrix24 via REST API (e.g. Xero integration app is availbale)

Best,

Yana.
Hi Yana Prokopets,
                         
                           Is there any possibility to increase the Internet Bandwidth.
Hi Narasimhareddy,

Please advise what do you mean? Bitrix24 is available as a self-hosted solution which can be rolled out at your own server.

Best,

Yana.
I'm running self hosted version of Bitrix24 on a local server but I'm unable to use voice or call features.
I get "Could not connect to the server" error.
Here's a screenshot
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Hi Keme!

Please contact our Helpdesk for the self-hosted version. Thank you.

Best,

Yana.
ps
Edited: rakhmat amri - 01/05/2017 03:22:18
pos
Edited: rakhmat amri - 01/05/2017 03:26:18
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