Sales process automation tools for marketing

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hello and welcome to today's bitrix 24 webinar Better Business processes thank you very much for joining today okay so first of all we'll through an introduction so my name is Sam Connor and I'm sales manager here at interface and we're bitrix 24 gold Partners based in the UK the US and Hong Kong and we offer a full range of services to assist you with bitrix 24 so starting off with pre-sales support so we can really help you to evaluate bitrix 24 and see if it is a good fit for what you're trying to achieve and if it is we can then set up the system so we can design out your bitrix 24 exactly how you need it to work if you're interested in the self-hosted edition of bitrix then we can provide our hosting service and we also provide tailored training and ongoing dedicated support to help businesses get the most possible value out of the bitrix 24 system okay so if you are joining today's webinar to actually get some more understanding about bitrix 24 let's just go through at a higher level what bitrix 24 actually is so bitrix 24 is a collaboration Suite of well in excess now of 40 different modules that you can use to help you to manage your business and there are over 15 million organizations now that use bitrix 24 around the world and the system it's available in two different editions so we have the bitrix 24 cloud and we also have the bitrix 24 selfhosted solution and then in terms of pricing so prices start from $49 for uh a cloudbased system so that's the basic Cloud Edition there are different versions of the cloud so that ranges up from the base to the standard professional and Enterprise and there is also the selfhosted solution also called the on promise or essentially it's a private Cloud edition of bitrix 20 4 and that is priced at starting at the business 50 Edition priced at $3,590 that's for the first 12 months and then you pay a renewal fee each year to continue to access the system okay so today's webinar is all about business processes so we're going to be drilling down today to look at the different ways you can manage workflows and business processes inside bitrix 24 now we are Live on YouTube so if you have any questions just add them into the question box and we can run through those questions throughout the intervals of today's webinar and you can also contact us later on as well add our contact details so after the webinar if you still have more questions you can contact us and one of our team will be happy to help you okay so first of all in today's session let's just go through what are business processes it's really important to actually understand what a business process actually is so essentially within the bitrix 24 system a business process allows you essentially to have a flow of information defined by either a root or a scheme okay and there are different types of business processes in bit 24 so what we'll do first of all is let's take a look at the different types of business processes so first of all in the session today we're going to take a look at a sequential business process okay so a sequential business process performs a series of consecutive actions on an item and most importantly that is from a predefined start point to a predefined end point so we're going to jump into our bitrix 24 system here and what we can see here we can see a workflow and you can see here in this this is a leave approval workflow so we've got a start points and you can see the information that we're running through here and we've got the actions here so we're going through the workflow there an an approval process in this workflow and then we get to this end point here so you've got that predefined end points and start points so that's a sequential business process and the next business process is a state driven process and a state driven business process it does not have a start or an end point what it has is a series of statuses and each status then triggers a child process on the system so let's now jump back into our bit tricks and here this is what a state driven business process looks like so this most commonly you will find on documents so for example in this state D business process we can see we've got three different statuses here so this is what we can run on our documents and then underneath that status there are child processes that can run so let's say if we move the document to a draft status it's then going to send it for an approval and once approved it goes to a publishing process so those are underneath the status there another type of automation process it's within the CRM so that is CRM automation so this is probably the most common area because the the CRM is the most utilized module in bitrix 24 so inside the CRM in lots of areas essentially but we'll look at this in leads you've got an automation Center here in the background so you progress your lead through different stages there's different automations we can set up so here for example this is an email that we have set up so that's going to automatically go out when the lead comes into the CRM system and there are hundreds of different types of automations we can set up so ranging from Communications to the customer or it could be notifications or alerts or tasks for the internal team so there is a huge variety of automation you can set up here and that doesn't just have to be in leads or deals we can run those as well in a feature called smart process automation so this is the fourth type of process here so this allows you to create new entities inside the CRM system now the smart process automation feature and in fact all of the processes we're looking at today around the business process designer tool if you're looking at the Smart process automation feature or even the sequential so the state Dr business process you need to have at least a professional Cloud license to access those tools so if you're on a non Prem system that's absolutely fine you'll have access to these features but if you are on a basic or a standard Cloud license you will need to upgrade to have access to some of the features that we are looking at today and then the final area we'll look at here is RPA okay so if we go into our system here RPA allow you to create your own unique workflows inside bitrix 24 and this was built really to accommodate customers who found the business process design of all here too complex okay so the robotic process automation tool it feeds a lot of the technology that we have inside CRM system so you can use stages and automation rules to create your own HR workflows directly inside the bitrix 24 system okay so that is a look at the different types of business processes in bitrix 24 so I hope you starting to see that really there isn't just one area inside the bitrix 24 system where you would run a business process really you want to understand here that business processes they're really built into many areas of the bitrix 24 system and and let's take a look now at those different areas where you can run business processes okay and as we say if you have any questions please do add them into the question box okay so now let's take a look at where we can run business processes so really business processes they can be managed in lots of different areas on bitrix so on the cloud system we've got in the HR in administration area so that's in the feed on bitrix we have the CRM system so in lead deals contacts companies Spas you can run business processes on documents if you use lists in bitrix So within a project for example you could run a business process and also on tasks and then also on the self-hosted Edition what we can do is it possible to actually build out customizations as to where business processes can be run so let's just take a look at some of those in more detail okay so we'll go first of all to the homepage so here in the feed area here so this is the first area back inside our bitrix system if we click in the more and into the workflow you can see here a selection of business processes that I could run so let's say if I wanted to submit a leave request I can click on that form and it opens up the form inside the system that I can use to to trigger and start that process now you can customize here What fields display on the form and also you can customize what workflows actually show in this workflow area here so it's very customizable to how your organization works okay next if we go into the CRM so I could go into lead deals contacts or companies let's go into companies and into one of our organizations and then what we can do inside here click into the workflow area here and I could trigger a workflow directly through the system here and as we've seen we've already got automation set up inside Leeds and Deals so let's go into the drive area next so in the drive area we're in the company Drive what I can do here is I can turn on the business process feature and this shows all of the business processes in inside the drive area and so if I click into uh documents here I could run that business process like so now one thing to point out here if you're trying to do that and you can't see the business process feature there what you need to ensure is you need to click on configure business processes and click that button okay so you just need to make sure you've got that activated and again just to REM mention you need to have at least a professional Cloud Edition to have access to these features that we're looking at today if you're not seeing these features it's most likely that you're on a basic or a standard Cloud license and you you don't have access to the business process feature on your system okay so that is a look in the drive area so that's a really useful feature to be able to run processes from we mentioned in tasks so so you might want to run automations in tasks so if we click into the automation Center here again what we can do is you can run automations based on the different stages of the Canan for your tasks so I can click into here and this then opens up the stages of this Project's Canan View and you can then run automations here so let's say if we have a stage which is the overdue stage for example if the task becomes overdue here it's going to automatically update what stage the task is at and based on that trigger now updating to the overdue stage it's going to automatically now send a notification to the team members that the task is now overdue and we're going to change who is responsible for that task as well so let's say it's going to go to a more senior manager to get that task back on track and if we go into a project another feature you can enable is lists so you if you if you maybe don't know what lists are essentially lists are tables of information that you can store in a project so very customizable um for example here in this particular process we have expenses so let's add a new expense okay so I'm going to add this expense into the project and you can now see with the expenses that we have added let's just take a look at our recent expenses so you can customize the date range here and so the one we' just added which is currently pending what we can then do is we can run a business process on that expense so that's now gone to the project owner so we can see we're waiting on the approval so that's now running an approval process on that specific information so as I mentioned at the start of today's webinar you can start to see how all of these different types of processes they are built into all areas of the bitrix 24 system we've had questions before where people have been looking on the menu here for a business process module there isn't a module for this it is built into the framework of the bitrix 24 system so you're going to C processes available in nearly all modules of the bitrix 24 mod system okay so that is a look at some of the different areas where we can run processes and I also mentioned with the self-hosted system you're able to run processes in more customizable areas so for example on a user's profile page if you wanted to have a process trigger and run on the system here based on maybe information that's uted into their profile we have the capacity and capability to customize the system to enable that to be run okay so let's just see if we have any questions that have come in on here okay yep so we had questions we have received earlier on is bitrix supplied with pre-built business processes so in terms of automations and the business processes that we've just seen there on the CRM those are customized business processes so they're not out of the box so they they need to be set up and that's where our team here at interface we can provide our expertise to to build out the automations and those custom business processes that you require but in terms of the question asking are there any standard business processes that come out of the box yes they are so if we go into the workflow directory you can see here these are the standard workflows you get with vitrix 24 system so that includes an expense reports General requests leave approvals purchase requests and business trips so you get five really core workflows and then you can start to flesh out those workflows and customize them using the business process designer tool okay so moving on now looking at how we can create a business process so many people ask how do we create business processes because it's a very Advanced system inside the bitrix24 platform that you can use to build out your very own processes inside the system so vitrix includes a very Advanced visual editor tool for building business processes it us a simple drag and drop technology and it includes over 40 pre-built action blocks so what we'll do in this stage of the webinar is let's take a look at how we can build a business process using the business process designer allour and we'll see then how that then connects in to the CRM system so what we'll do first of all here is let's go into our CRM and inside here what we now need to do is we need to design a workflow and decide which area of the CRM system we would like this workflow to be connected to so what I want to do is build a workflow using the business process designer tool that is connected to deal okay so what we'll do first of all is let's go into settings and into the CRM settings area and then we want to go down to the automation area and then click on business processes okay so clicking on business processes this now opens up all of the entities available inside our CRM system and I as I mentioned I want to run a business process on deals so I'm going to click in the deals feature and add a template okay so first of all in here I need to add a title for my business process so what we're going to do here is we're going to build out a workflow that is going to look at the stages of the deal and at different stages we're going to have different actions that are then run inside the system and what we want to do is continuously have the system check what stage the deal is at so let's call this deal stage change and so then from here we can then click on how we want this process to run so whether it's when the deal is added we don't want that to happen because I want this to be looking constantly at what stage the deal is at do we want to this to run when any changes are made to the deal or maybe we want to just run this manually so I could click in the manual area but let's do this on when there is a change on the deal so then it can check in the system and just to explain what we can do is we can see this is a sequential business process because we have a start and an end point okay so you have that sequential process tool here that we're using and then what we have on the right hand side are all of the different action blocks that are available in the business process designer tool and this is really useful because there are a huge variety of action blocks that we can run now one thing I will point out as well is with the selfhosted edition of bitrix 24 there are some additional action blocks that are available to you such as the PHP code block that you can see here so this essentially allows you to create action blocks using the PHP source code so you can create more advanced actions inside the business process design tool but what we we'll use here is the standardized action blocks in our workflow so first of all we we're going to be adding a condition here because we want the system to look at three different stages of our sales process so let's now add our conditions into here so what we want to do first of all is we want to choose the field and the field is going to be the stage that the deal is at so we can click into here and select what stage the deal is at so let's say equal to and what we'll do here is then we'll select that field type so what we're going to do here is we're going to select from our web developer pipel so let's say we're at the quote creation stage so we'll create this as a stage so what this is now going to be doing is looking is the deal at that specific stage in the pipeline so we'll just set these up now for the three conditions and if you have any questions as we're going through this please do add them into the YouTube box and we can answer these as we go through so let's now add this as the client review stage and then the last stage let now add this for when the deal has been approved okay so there is the deal w't stay so we now have our three stages that the the business process is looking at constantly looking to see if those are being triggered in the system okay and now what we can do is we can add our different actions that we want to take place okay so what we can do first of all is let's now go into here when we're creating the quotes we want to run a credit check task on that and once it's at the client review stage we're going to pull for seven days and then we're going to trigger and make a phone call to check if the customer would like to proceed and when the deal is won let's notify the sales manager and what we will also do is let's send the customer an email thanking them for their order and you can drill into each condition here and this gives you the framework here you can see all of the context and the information about that specific action so let's say if we're going to the credit check I can see the task that's being set up so you can click into each action block and that's where the actual information about that action is stored and so now this condition is going to constantly check when a A change is made to the deal are we at the quote creation stage are we at the client review stage or are we at the deal one stage if the deal is at either of those stages it will then run that process inside the system okay so that is how we can create our business process inside the system now if you were to run that manually let's just click into a deal so again just like as we saw earlier on you would see that inside here if you were going to run this manually it would display inside the system here and essentially if we were to run this on any edit of the system let's say say if we were to create a field let's say if I select a field here for example if I was to change the end dates of the deal then this side here say if I was to update the end date of the deal that would then trigger that process that we have just done because we were running it on edit so any edit to the deal it's then going to trigger that process in the background and then another area you can run that a similar type of process it's using automations which we looked at earlier on so essentially just to explain automations in a little more detail with an automation you can run a process when the deal hits that specific stage okay so there's a variety of automations you can set up very popular are to send out Communications to customers so you might want to send out an email or an SMS to a client for example and for example here if we look at here it dynamically populates with the details about that the deal so here we're pulling in the information about the responsible person for example and so you can really customize your email correspondence depending on what you would like to automate to the customer and if you would like more more training or if you like more details about the types of automations that you can run then please do Contact Us sales interface.com and one of our team will be happy to schedule a call with you to discuss your automation requirements in more detail because using automations inside bitrix it really allows you to get the most possible value out of the CRM because it can automate lots of manual processes that you will be performing right now within your organization this is then going to free up time for you and allow your sales staff if you're using the CRM to focus on closing more sales opportunities Okay so we've seen there how we can create a new business process inside the system using the sequential business bus process designer all and we we started to briefly talk there about the ways we can trigger a business process and this is really important because running a business process having that designed is important but actually controlling when that process takes place is really critical for lots of businesses so there are different ways a business process can be triggered or initiated inside the system so first of all that can be done on creation so for example when a deal is created inside the system that first time when it's created it could run a business process if an update is made on that deal like where we changed the end date of the deal that could then cause that process to trigger or you can run a process manually like we've just seen if we go back into the deal when we talk about manual creation it means selecting it from the drop down list here inside the CRM or if you're in the feed section it means going into the M section clicking into the workflow and selecting the workflow and then filling in the details it's a manual process of triggering the workflow or there are other Alternatives such as and this is becoming a lot more popular using web hooks okay so you might want to trigger a process to be run based on maybe an external system so let's say once a piece of information maybe is triggered then that could flow as a web hook and create a new trigger to force a workflow inside the bitrix 24 system and and with the selfhosted system a very popular tool is to use the email trigger process so if I go into our control panel so this edition of bitrix here this is a selfhosted edition of bitrix if we go into our mailbox area you can connect your mailboxes into bitrix and on this selfhosted system what you can then do is you can create rules so these are mailbox rules that you can create on the system so for example if you're using the the native help desk system inside the selfhosted edition of bitrix what you could do for example is you could create a role so it automatically when a new email comes into that mailbox it could automatically creates a new help Des ticket inside the system so with the selfhosted Edition you are able to create more advanced triggers and processes as we saw earlier on we also have access to the PHP code block as well and that is used quite often as well to build out more advanced functionality within the business process designer tool okay so that's a look at how we can trigger a business process and what we'll do now is let's take a look at a few live examples let's just see if there are any other questions that have come in since we last looked at the questionnaire areas okay so is the API available on the cloud the full API is not available on the cloud you have access to the rest API so if I just come into a cloud Edition here what you can do is on your bitrix if you click into the developer resources area then what you can do inside here is you can use this area to create inbound and outbound web hooks to maybe a capture information but this is using the rest API system okay so you've got here the webo to call the rest API so that's what you would have access to on the cloud edition of bitrix 24 okay so that's a really good question if there are any other questions as well please do add them into the question box and we can continue to run through those during the intervals of today's webin so the first live example we're going to look at today is uh the creation of a new project inside the system so I hope so far today you've seen how creating business processes inside bit 24 it really does allow you to streamline a business that process that you currently manually run in your system and it's not just a case of improving the speed but also it can reduce human error as well so in this example here we're going to create brand new project inside the system so first of all we can see here there is a form that needs to be completed and just to explain here with with the fields of information that we need to input here that is completely customizable to how you design your workflow so we've got here three fields that are mandatory there's some additional fields that are optional you can control What fields are mandatory what are optional and what those fields are as well so you can really customize your workflow so first of all let's now create the project so we're going to be building out a project team for a CRM creation so first of all we need to add a manager and then a designer for the buildout of the CRM and then we're going to select a line for when the project is to be completed and then we can see we've got a description area so let's add a description okay so we're add a description into here and then we can add files so maybe we have a project file to add here and then I need to select what type of project this is and this is really important because this is a condition okay so as we saw earlier on using the sequential business process design at to we can add conditions and based on the condition it will then channel the workflow down a specific route so selecting the type here this will determine what types of tasks are added into this project so you can imagine in a business if there are many different types of projects that you run with then different tasks based on that type of project you could build that out using the bitrix business process designer tool so I'm going to select project type 8 and then let's now trigger the process in the system okay so what we can see here that has now started the process and it's gone to the project owner that we selected to confirm the go-ahead of the project okay and let's approve the project in the system and you can see now that has completed the workflow so if we go into our project management area of bitrix we can see now the CRM implementation project has now been created and we we can see this first task so the scoping task it's automatically been added into the system here and it's brought in the relevant team members who need to be working on the project and it's created the relevant areas for the project such as the calendar and the drive areas so we can store documentation as the project materializes so using that workflow tool there it's automatically created that project saving time and reducing reducing human interference and error because it's automatically creating those different elements of the project inside the system for me okay so let's take a look at another example and the next example we're going to look at is a leave request okay so within bitrix 24 you're able again from the professional cloud and above here to submit leave requests so if we go back into our bitrix we're going to here as another user so if I want to submit for a holiday request I can click on the workflow tool and then from here I can select the request leave for and once again the form here you can customize you can decide what Fields need to be displayed here and what's mandatory so I'm going to add a new holiday request and then we're going to add uh reason and then we're going to submit our holiday request into the system okay so we can see that request now we can see that's now gone to the manager of this user to approve or to reject and what's really nice with a workplace request here is the user can it adds as an internet post on the person's feed so I can then continue to add maybe additional information okay so we can add a little message there to the request and then as the owner for this request I can see that request has comeing to my bitrix system so I can see all of the details about the request and I can decide whether to approve or to reject that request but what I'll just before we do that I just want to show you here the absence chart So within the bitrix system you have access to an absence chart so you can see all of the different requests that have come in to the system so I can see what's already been approved at different time periods inside the system so I can see the request for the 1st of August nobody else in the business is off right now so I'm I'm happy to approve that and additional functionality we have with interface is we have our own bespoke module available and this allows you to add leave entitlements for each user so if I click into the users's profile here we can see this users leave entitlement so we can see the total days available what's currently pending so that users pending leave request what that they have just uh requested so if you want to be able to add an entitlement for each user in bitrix that's not available as standard so we have that functionality built into our Appliance management module so if that's something of interest to you to be able to add leave entitlements and have that any entitlement that's remaining rolled over to the next holiday year that functionality is available as well using our absence management tool so please do Contact Us sales interface.com if you would like more information about that custom module so what we'll do now is I'm going to approve that request in the system the user is now going to be notified that the holiday has been approved and what we'll see is if we go back into the absense chart that request will then get added into the system okay and one final example here is let's now take a look at what we call the new smart script feature so what we've seen today so far is how we can run automations in the CRM say on leads or deals or on Smart process automations based on the stage that the the lead or the deal is ADS but what smart scripts allow you to do is it they allow you to build out your automations inside the system so if we go into our script area here we can see some automations that we have set up so if we go into our scripts okay so in this say rainy day script here what we are running here is we have our automation engine so just like as you see inside stages in say leads and Deals the automation engine is exactly the same here in the background so we can create different types of automations whether it's communicating to the customer setting up alerts for employees Etc and so on this example here we are uh gardening management S organization so we do lots of gardening business requests for organizations so if the weather for that day is rain we're we're not able to manage the landscaping business for that particular day so what I can do is I could Select A specific group of people so using filters I can drill down into a specific segment of data within the CRM and then using the smart scripts feature I can then send that specific autom to the specific group of people that I have selected so rather than based on a stage I'm sending an automation based on a specific segment of data that I filtered on inside the system so if I click into a user's profile now that script we run which was an automation of an SMS we can see that SMS has now just gone out to that client because we've run that smart script feature there so that's a a new tool available in the system that allows you to trigger a process on a specific group of data inside your CRM system and that's proving an incredibly popular feature so again you Pro you may not be aware of this tool it's little features like this that can really take your bitrix system to the next level and again our team here interface we can help you with that so those are a few examples of the different types of processes we can run inside bitrix 24 and so just to mention about the differences between the cloud and the self-hosted well first of all in terms of the cloud if you're looking to run business processes if you're looking to use Smart process automation you need to have at least a professional Cloud license if you're on a basic or a standard you have access to automations in the CRM there are there is access to Smart scripts as well but if you're wanting to use the business pro process designer tool and if you're wanting to use the smart process automation tool you need to have a professional Cloud license but in terms of the differences between cloud and self-hosted most of the tools are available in in both from the professional cloud and self-hosted solutions they include the business process editor tool for documents HR and CRM items I think the main difference between and the benefit of the self-hosted is the option to use the PHP code block within the business process design at all so you can build more flexible and customizable actions and also being able to run processes in more areas of the bitrix 24 system okay so that is the end of today's Better Business processors webinar so in summary we've seen how we can run business processors on a variety of areas of bitrix from the CRM documents HR lists and on tasks and so that's a really important piece to to get across in today's webinar is the business process feature it's not just one module it's built into the framework on bitrix 24 and that business process design at all it uses a simple drag and drop technology as a workflow Creator and we've seen the different ways we can trigger business processes from manual triggering Automation and also potentially by email or API call okay so here are a selection of our upcoming webinars we're here every other Tuesday at 11:00 a.m. eastern time but if you have any questions before our next webinar you can contact us sales interface.com and one of our team will be happy to discuss your questions and requirements in more detail and help you get more value out of mrix 24 so thank you very much for joining today I look forward to seeing you on our up and coming webinars bye for now