Introduction

In the modern business environment, automating daily tasks is a crucial condition for companies to increase efficiency and strengthen competitiveness. The Bitrix24 Workflows module allows automating repetitive operations such as document approval, customer communication, and sales process management within the company.

This article explains the main features, management tools, and task completion process of Bitrix24 workflows.

Key Capabilities of Workflows

Bitrix24 workflows help automate the following processes:

• Automatic invoice approval – speeds up document circulation
• Sending order status notifications to customers – increases customer satisfaction
• Automatic task creation for employees – simplifies work processes

To access workflows, go to Automation → Workflows → Workflows.

Workflow Management Fields

The workflow list displays the following key information:

• Activity – date and time of the last change
• Participants – process participants and total time spent
• Status – current state of the process (in progress, approved, rejected)
• Time – total execution time and journal

Activity Field

There are two types of counters in this field:

• Red – for completing a task
• Green – for reading comments in the workflow form

Example: An employee started the "Business trip" workflow and left a comment. The responsible person will see both red and green counters.

Note: Completed workflows may still appear under the "In progress" filter if there are unread comments. To remove them from the list, open the workflow form and read the comments.

Participants Field

This column shows workflow participants and the total time they spent. The execution time of each step is rounded according to mathematical rules.

Rounding examples:

• The process lasted 11 minutes and 15 seconds → the column will show 11 minutes
• The process lasted 57 seconds → the column will show 57 seconds (one unit of time)

Status Field

This column contains buttons to execute the process. If the workflow has already been denied, postponed, or completed, its status will be shown.

Time Field and Journal

This column displays the total execution time and a journal.

Time display rules:

• Only one unit of time is shown (second, minute, hour, day, month)
• Time is rounded upwards

Example: The process lasted 1 hour and 1 minute → the column will show 2 hours.

Efficiency Evaluation in the Journal

The journal records all activities, participants, and efficiency. Efficiency is evaluated as follows:

• No statistics – The average execution time is unknown because no similar workflows have been completed
• Good – Less average time was spent than workflows of this type usually take
• Requires attention – The execution time is the same as the average or three days longer
• Too slow – The execution time is four days longer than average

The accuracy of the average time increases with the number of completed workflows. The completion time of each workflow is automatically calculated and displayed as a company-wide average.

The execution time in the journal is counted from the start of the workflow to its completion. It is rounded down and may differ from the total time in the list of workflows.

How to Complete a Task in a Workflow

Tasks are actions to be performed within a workflow, and they can be sequential or parallel.

Example: When organizing an event, you first approve the concept and then agree on the program. Meanwhile, tasks like selecting the venue and approving marketing materials can be done simultaneously.

Sequential Tasks

Sequential tasks are completed directly from the workflow form. Open the form, review the task, complete it, and then proceed to the next one.

Parallel Tasks

Parallel tasks can be completed from the workflow form or the journal. To start a specific task, open the journal, select it, and click Start. If the order isn't important, use the workflow form as you would for sequential tasks.

Conclusion

Bitrix24 workflows provide companies with the following benefits:

• Automation – Repetitive processes are executed automatically
• Transparency – All stages and participants can be tracked
• Efficiency – Time savings and optimized workflows
• Analytics – Performance indicators and reports
• Flexibility – Management of sequential and parallel tasks

With the Bitrix24 Workflows module, companies can automate daily operations, use employees' time more efficiently, and optimize business processes.

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