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Smart Process Automation in Bitrix24

Smart Process Automation represent a customizable type of element in CRM. Before, you had to adapt deals, leads, or estimates to the internal processes of your company. Now, you can create your own work scenarios.

Check if this tool is available on your Bitrix24 plan.

For your SPA, you can set up:

Create a Smart Process Automation

To create a new SPA, go to CRM - Settings - Smart Process Automation.

Click Create in the top-right corner.

Then you can select a pre-configured SPA template: Essentials only or All options selected. They have scripts configured to work with the document list and CRM entities.

When choosing the Empty SPA template, you can make settings to create your own work scenario. Let's take it as an example.

Enter the name of your Smart Process Automation in the SPA components section. Then configure the needed tools.

Set up SPA components

You can create multiple pipelines for the Smart Process Automation, similar to those in deals.

Working with pipelines
Sales funnels

This option gives you the ability to create stages and control the elements' movement through Kanban stages.

Kanban view in CRM

You can automate your SPA using automation rules and triggers, similar to running automation rules and triggers in deals or leads.

Create automation rules and triggers

Automation rules and triggers work when the Use custom stages and kanban in SPA option is enabled.

With the help of this option, you can configure your workflow templates to run automatically when you create or modify SPA elements.

"Autorun: when added" option in workflow templates

If you use pipelines in your SPA, when you create a new one, it will automatically be accessible to all user roles.

You can configure access to the newly created SPA later under the CRM Access Permissions section.

Access Permissions in CRM

Configure SPA fields and bindings

Open the SPA fields section to add fields for the SPA form and enable additional options.

  • Print documents -this option adds the ability to work with documents in the SPA form.

  • Bind to catalog products this option allows you to place the product in the SPA form.

  • Use Recycle Bin - this option includes a bin for SPA items.

Configure binding to CRM entities for your process. You can link a Smart Process Automation to other CRM entities or other SPAs.

Bind to this SPA

With this option, you can select the CRM entities that you want to bind to your Smart Process Automation.

For example, you can bind Deals to your process. In this case, a field will appear inside the SPA view form with a selection from the list of items.

If you use the Add linked items list to details form option, your SPA will appear in the deal form.

Link this SPA to other CRM entities

With this option, you can bind your Smart Process Automation to available CRM entities.

For example, you can link your Smart Process Automation to Estimates. In this case, when you work with Estimates, your SPA will appear in the selection list.

If you use the Add linked items list to details form option, your SPA will appear in the estimate form.

You can also link your Smart Process Automation to other CRM entities, calendars, tasks, and task templates. As a result, you can add SPA items to deals, calendar events, tasks, or task templates.

In the Add to menu section, you can create a separate section in the left menu.

To create a section, click Edit items and specify a name for your section.

Don't forget to save the settings.

Example of smart process work

Edit a Smart Process Automation

Open the Smart Process Automation tab to see a list of all created processes.

Click the button to the left of the desired process. The list of available actions will appear.

  • Edit – use this option to apply any changes to an existing SPA.
  • Field settings – click on it to add custom fields to the SPA form.
Custom fields of invoices and smart processes

You can set the input field size, its default value, the number of rows, limit the minimum and maximum number of characters, and specify validation regular expression for the String field type in the More tab.

Example of working with a regular expression

You can specify a certain condition for a field that will cause the information in it to be stored.

For example, you need to create a field to store a booking code and a ticket number. You can set the /^[A-Z0-9]{6}[-\s][0-9]{13}$/ regular expression to make sure that the first part of the field is a 6-character reservation code with the option to use both letters and numbers, and the second part is a 13-digit airline ticket number.

When an employee adds information to a field and tries to save it, the information will be checked. If the record matches the field format, the information will be saved. If an employee has made a mistake, a warning will appear.

You can also use a regular expression to specify valid values for a field. For example, you can set the range from 0 to 5. Add the /^(0|[0-5])$/ formula. This way, your employees will not be able to specify values outside the set limit.

The created fields can be pinned during the customization of the SPA view form.

  • Delete – select this option to remove your SPA.

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