Bitrix24 Setting Up: Users Portals [Part 1]

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Bitrix24 Setting Up: Users Portals [Part 1]

Modern business landscape urgently requires innovations and agile approaches to all customer-facing processes so CRM appeared as a blessing resort. In the avalanche of various solutions, you have chosen Bitrix24 as the most practical and tool-rich option. So you transferred your data to Bitrix24 successfully and everything in proper places, but what to do next? Currently you are facing a challenging issue of Bitrix24 setting up. They say that tool prevails its master with the knowledge how it should be handled while the master has only an approximate idea. Hence, the following lifehacks will help you to overcome the burning tasks effectively.

Users

Once you have registered an account at

www.bitrix24.com

, the provided email owner acquires a maximum of administration possibilities in CRM. This portal administrator functions can be reassigned to another user. Other users can be granted limited access permissions later by a portal administrator. The Bitrix24 setting up should be started from adding your employees into the CRM. So, the portal administrator can engage his/her team in 2 ways:

  • You can send an invitation providing the email addresses. After you hit the button ‘Send’, your employees will get the message with a link for entering into Bitrix24.
invite-user
  • You can add employee by yourself. You have to enter his email address, first and last names and position. With pushing ‘Add’ button, the notification will be sent to the email address you provided.
add-user

  The portal administrator can edit a user profile and enable the access to the system by providing the ‘

administrative access

’.

admin-rights

  To activate this option, the user should click on the ‘

admin mode

’ in the Action box of his/her profile.

admin-mode-user

  You can dismiss the existing user by clicking on ‘

Dismiss

’ button in his/her profile. This user becomes inactive and he/she has no access to the company portal. But all the records owned by him/her are still in the system.

dismiss

  You can’t delete this user physically, but you can active this employee anytime. Go the

Company

>

Employees

>

Inactive

, then click on the button near the name and hit the ‘

hire

’.

hire-employee-after-dismiss

  Within a company, the abilities of a portal admin and an average user differ in the following aspects:

bitrix24

 

Workgroups and User Types

Both user types can create workgroups, but the admin can setup a moderator of the workgroup, as well as allow or restrict the option of inviting other users into this very group

group-2

 

    • the invitation to the workgroups can be called back by the administrator or the user that sent the invitation. Go the workgroup, then click on the “Actions” and select “Invites and Requests
group

  Then choose the employee (by ticking the box) and

cancel/invite

into the group.

group-invitation-cancel

 

  • The workgroup can be modified by the portal admin, group owner and/or moderator (chosen by the administrator). The member of the workgroup and the group itself can be deleted by the administrator or owner.

Email Boxes in the Bitrix24 Setting Up

Bitrix24 provides with the ability to create a new mailbox on bitrix24.com, attach your domain or integrate with external mail service. To integrate your mailbox, you click on your profile name in the right upper corner of the page layout and select ‘

E-mail integration options

’.

configuration-1

  Then you need to select what type of mailbox you want: bitrix24.com mailbox, attachment of your domain or integration with external service. Let say we want to integrate a Gmail box with Bitrix24. Select

E-mail services

>

Gmail

.

email-configuration-2

  Then you will have to fill in your login, a password and click on ‘

Attach

’ button.

email-configuration3

  In case, your access credentials are correct, you will see such a notification.

gmail

  If you hit ‘

View E-mails

“, you will be redirected to your Gmail box. To continue work with Bitrix24 you should click on ‘Go back to configuration’. The number of your emails will be showed in ‘

My Workspace

’ tab, near Webmail. The mailbox can be edited and detached. But you can have only 1 mailbox attached to your profile.

email-configuration-5

 

Calendar Integration

You don’t need to run different calendars at the same time. Bitrix24 provides an option of calendars assimilation. To add another calendar to Bitrix24, you should go to

My Working Space

>

Calendar

. Then hit the icon in the upper right corner and choose “

Configure external calendars (CalDAV)

”.

calendar-1

  The next step is naming your calendar, providing its address (URL of the calendar), user name and a password. If you want to configure one more calendar, click on “

Add the external Calendar

” button in the left corner. And add the second calendar, then press “

Save

” button. The calendars are synchronized automatically. So you need just reload the page. Thus, if you want to configure Gmail calendar, you need to enter the link in

the next way

:

https://www.google.com/calendar/dav/your-@domain.com/user

.

calendar-2

 

Your Docs And Bitrix24 Drive

The CRM you had installed offers you an ability of document storage and creation. But you also can import documents from your computer.

docs-1

  You can select the mode in which you are going to work with the documents: locally - in the apps of your computer or in the cloud - by accessing with Google Docs or Web App. These setting can be changed anytime.

docs-2

  To assign the access or editing permissions to other users, you need to go to the

My Dive

>

Settings

(in the right upper corner) >

Assign permissions

.

docs-4

  You can choose employees, as well as the access rights - read, edit, share or full access - to other users. And then hit the button “

Save

”.

docs-3

  If you want to create a new document in Google Docs, you should choose type - document, spreadsheet or presentation.

docs-5

  Bitrix24 will require the permission to access your Google account, so you need to click on the

‘Allow

’ button. To edit the uploaded document, you need to click on the field near the Docs icon and select “

Open

”.

docs-8

  Then you can choose where you want to edit your Document - in Google Docs,

Ms

Office Online or on your computer.

2015-06-12_1803

  As you can see, the Bitrix24 setting up of user abilities are multiple. In the next part of posts devoted to configuring your new CRM will describe how to manage reports and sales funnels. Stay in the loop with our blog for getting more useful tips for a successful Bitrix24 setting up.

P.S.

If you consider changing your existing CRM, our guide ‘

Why, When and How to Migrate Your CRM?

’ will be helpful in finding out the answers to the issues of this process.

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