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Electronic approval of documents in Bitrix24. Simplify bureaucratic procedures

This article was translated automatically. We are working over improving the translation.

Please send your questions about the article to  info@intervolga.ru


This post is another in a series of publications about the large implementation of Bitrix24 in a large and rapidly growing retail chain.

Symptoms of the disease

Tons of paper documents are an integral part of the life of an organization. As it grows, a huge number of contracts, bills, acts and internal documents appear. "Papers" are beginning to interfere with the real work:

  1. Agreement agreement with an important client is delayed for a month;

  2. Documents are lost within the organization;

  3. It is not clear: who is waiting for what and from whom - no one can be found responsible;

  4. Electronic versions of documents are stored on employees' computers and are transmitted to each other by mail or on flash drives;

  5. To find the right contract, you need to go through a chain of three, five, fifteen people.

There are at least two symptoms from the list? Congratulations, you have lupus, you suffer from red tape.

Согласование договоров в Битрикс24 — способ избавиться от бумажной волокиты

Fortunately, the disease has been known for a long time, and the medicine was invented. Automation of business processes and electronic document management system (EDMS) will help. Like many drugs, these measures are quite painful - people do not like change. Your employees can resist innovations. Will and persistence are needed.

Good medicines are usually expensive. Automation of business processes and EDS is no exception. If you add up the cost of licenses and implementations, then for an average organization of 100–300 people these are amounts of about 2,000,000–5,000,000 rubles. The implementation period is from 6 months.

Хорошая система электронного документооборота стоит как истребитель

We know how to help faster and cheaper. In Bitrix24, business processes are automated and an electronic document management system is built.

Note! This article describes the implementation case for a specific client. We have created a ready contract negotiation module, which can be installed in your Bitrix24 and is configured independently. Links: Mini-DAS module for Bitrix24 and Description of agreement of contracts and documents in Bitrix24

Implementation time - 1 - 2 months.

Согласование договоров на базе Битрикс24 это способ решить проблему быстрее и дешевле

In this article we will talk about the electronic coordination of documents. This business process is used in every organization. Then we will tell you how the approval of the documents in Bitrix24 was done for the trading network of the company, the name of which we cannot mention under the NDA agreement.

The chain of stores operates in the fixed-price store format popular in Russia today. The company has about 140 stores and 300 employees.

First conclusions. What will get the business after the implementation of electronic coordination of documents on Bitrix24:

  1. Reducing the timing of coordination of documents. Predictability.

  2. Increasing responsibility and discipline - it is always clear whose step is now.

  3. Document storage in one place. Versioning.

  4. Quick search for the desired document.

Битрикс24 спешит на помощь

Why Bitrix24?

How is Bitrix24 useful for contract negotiation?

  1. Bitrix24 has a great task system. Personally, I think this is the most convenient and thoughtful part of the system. I just want to do all the steps to harmonize the contract with individual tasks. With their responsible, observers, deadlines, etc.

  2. In Bitrix24, good tools for storing electronic versions of documents and collaborating on them are versions, co-editing, storing, sharing.

  3. Comments, references to employees, application files - simple functions, without which anywhere. Out of the box, at no extra charge.

  4. REST API for developers - any Bitrix entities are available to us and you can create your own. These methods are documented by Bitrix and everything will continue to work after the update.

As you can see, there are enough pluses.

The most corrosive comrades will ask - why did you not agree on contracts on the standard business process builder Bitrix24? And we have something to answer.

Why NOT Bitrix24 business process designer

To be honest, at first we did just that - we offered the client to do an agreement on the documents on the business process designer Bitrix24. Moreover, the client agreed and we, having spent 30 hours, did such a business process.

However, when real users started testing the business process, the comments were negative. What did not suit:

  1. There was a lack of a common list of negotiated contracts and tracking of approval status.

  2. No tasks were used. Employees are used to them.

  3. Required to implement additional scripts.


The main complaint is the inconvenient interface, the inability to view detailed information on the coordination.

Интерфейс списка бизнес-процессов


Following the discussion with the client, it was decided that the coordination process was easier to do from scratch, ideally fitting it to the wishes of the employees.

In order not to deceive the expectations of the client, it is necessary to get to know them as much as possible.

Note! This article describes the implementation case for a specific client. We have created a ready contract negotiation module, which can be installed in your Bitrix24 and is configured independently. Links: Mini-DAS module for Bitrix24 and Description of agreement of contracts and documents in Bitrix24

Terms of Reference for the business process of negotiating contracts Bitrix24

Some customers believe that the terms of reference is a thing in itself. The thing needed only by developers to brush off the wishes of the customer.

Баян про ТЗ

Here we fundamentally disagree.

The technical task needs the customer to understand exactly what he wants. And here we, as specialists, help to find the best solution to the problem. In terms of convenience, cost and timing.

We did the technical assignment for negotiating contracts very quickly - only 15 hours of work.

Here is the plan for the resulting 12-page document:

  1. Block diagram

  2. Start of new agreement agreement

  3. Initial approval

  4. Page with a list of CDs

  5. Detailed page SD

  6. Coordination with all participants

  7. Negotiation with the landlord

  8. Agreement agreed

  9. Re-negotiation with colleagues

  10. Evaluation

For each page, we designed the interface. Below, for example, the interface prototype of the detailed page of the agreement.

Imagine how convenient it is to discuss future pages not “on the fingers”, but seeing how they will look in reality.

As a result, in just 15 hours of design (my personal best :)), the client received a clear understanding of how agreement negotiation will look and work. A pleasant bonus is the assessment of the implementation hours of the specialist. Exact, under which we, as developers, are ready to subscribe.

Скриншот раздела Оценка из ТЗ на согласование договора

Good technical assignment made the project predictable and understandable.

Implementation is a beautiful and convenient business process of negotiating contracts Bitrix24

The logic of the business process of negotiating contracts

Block diagram

First of all, after studying the client's wishes, we made a flowchart. Just like in programming lessons at school. :)

Схема согласования договоров в Битрикс24

The scheme is quite interesting, so here is a link to it in full size:

https://drive.google.com/a/intervolga.ru/file/d/0B7l2Y0ZdmigFdzBHNHNBY2xxWVE/view?usp=sharing

Negotiation statuses

So that the approval process can “move” along the flowchart, we have entered statuses.

Each coordinator has a separate approval status. A total of four:

  1. Pending approval;

  2. Agreed;

  3. Consistent with comments;

  4. Not agreed

Depending on the combination of these statuses, the approval status is set for the whole document:

  1. New;

  2. Matching;

  3. Expectation;

  4. Coordination with the landlord;

  5. Agreed;

  6. Not agreed.


Список согласуемых договоров

Additional task statuses

Our contract negotiation business process is “built up” on tasks. According to the algorithm shown in the flowchart, tasks for matching are created. The deadline is automatically specified - +2 working days from the moment the task is created.

During this time, the coordinator must become familiar with the contract and decide whether to agree on it or not. Here, the standard functions of the Bitrix24 tasks are not enough. After all, the coordinator must, at the completion of the task, indicate whether he will agree on a contract or not.

Instead of the standard “Finish” button, we added three separate:

  1. Agreed;

  2. Agreed with the comments;

  3. Not agreed.

If the employee chooses the last two options, you need to leave a comment. Its presence is checked automatically. Silently do not agree will not work.

These buttons are an external reflection of new, additional task statuses.

Дополнительные кнопки в задаче согласования договора в интерфейсе Битрикс24

Interfaces of the business process of contract negotiation in Bitrix24

Start of agreement negotiation

For employees to quickly become familiar with the new business process, it must be made convenient.

We paid special attention to interfaces.

Старт процесса согласования договора в Битрикс24

The business process of negotiating a contract begins with specifying the name, application of the contract file and assignment of responsible persons.

By default, at the start of agreement negotiation, the employees who most often perform the duties of coordinators are already selected. But if necessary, responsible can be changed.

An interesting feature - at the start of coordination, you can choose two managers. If someone does not agree on the document on time (deadline is set), they will be sent a letter indicating the careless employee. In such a simple way, you can keep managers in the know, and those responsible are in fear. :)

Page with a list of contract approval processes

On this page you can see all the running business processes of negotiating contracts.

«Светофор» — список процессов согласования договоров Битрикс24

Informally, we call it “traffic light” - thanks to color identification, one glance is enough to assess the situation as a whole. It is very convenient for managers to dive in and spend time only if there is a problem.

Normal traffic light gives a minimum of information. And our page is not. All additional data is available in one click:

  1. Who is responsible for the coordination;

  2. What is the deadline;

  3. Link to the current version of the contract;

  4. Responsible for roles (legal adviser, chief accountant, etc.);

  5. What comment left to the agreement.

The page does not reload, it does not have to wait.

If you need all the information about the negotiation of the contract, you can go to the detailed page.

Дополнительная информация на странице со списком согласования договоров

Detailed page of agreement approval

This page accumulates all the necessary information about the approval process.

Детальная страница согласования договора

Let's focus on the most interesting moments.

Approval sheet

We automatically generate a matching sheet in .PDF format. You can download it at any time, print it out and attach it to the paper version of the agreement. Convenient and saves time.

Согласование документов в Битрикс24 — Лист согласования

Current contract version

Elementary function, but now the latest version of the contract will always be at hand.

Согласование документов в Битрикс24 — Ссылка на текущую версию договора

Version History

You know how much a document changes in the process of coordination. Often, old versions are lost, and they also contain important information. To store electronic versions of the document used Bitrix Disk. It supports version history. All copies of the document will be saved. At least, until the end of a place in the corporate portal.

Согласование документов в Битрикс24 — История изменений

Comments on approval

All correspondence on the approval process is stored in one place. Here the comments are added to the files requested by the participants. Convenient feature, which was immediately appreciated by users - see how the discussion is constructive. This is a real screenshot.

Согласование документов в Битрикс24 — Комментарии к согласованию

Links to the tasks of coordinators

As we remember, a separate task is set for each coordinator. They can lead a discussion with a specific matching.

Согласование документов в Битрикс24 — Ссылки на задачи согласования

Appearance of the task of the business process agreement negotiation

We got to the tasks. Thanks to the convenience of this entity, users quickly got used to the new business process.

Согласование документов в Битрикс24 — Задача на согласование

All tasks in coordination are placed in a separate tab. You can find the necessary one in two clicks - open the list of tasks and select the Agree tab.

Согласование документов в Битрикс24 — Список задач на согласование

The name of the task is formed according to a template - it is clear from the title who and what is doing. This is convenient for managers - no need to open tasks.

Согласование документов в Битрикс24 — Шаблон заголовка задачи на согласование

In each task for approval there is a link to the detailed page of the business process of approval and to the contract file.

Согласование документов в Битрикс24 — Ссылки на процесс согласования и текущую версию договора

Relationship with other business processes

You may ask, where is the system here, because only one business process of agreement negotiation was dismantled.

Our position on this issue is to eat an elephant in slices.

Любим кушать слонов. Кусочками

For example, a client has a large and complex business process of opening a point of sale. From start to finish several hundred stages and tasks. It is difficult, expensive, long to think over and do everything at once, in one fell swoop.

We break this process into several small ones. We choose the most painful (those where the loss of time and money from the client is maximal) and start with them.

Coordination of contracts in Bitrix24 will be further connected with other business processes of the customer. So, gradually, step by step, we will get not just an electronic document management system, but a whole set of tools covering the main business needs of the client.

Findings

Web integration is the creation of large informational web systems that are deeply integrated into the Customer’s business. This reduction in the cost of working with customers, sales growth and automation of processes.

INTERVOLGA is a competent web integrator. We can solve all the problems of web integration on our own. Most of our projects are complex, integration.

Our principle: to benefit the client’s business through the intelligent use of web technologies.

What gave the implementation of the business process of negotiating contracts in Bitrix24 for the company:

  • Decreased time costs;

  • Increased office efficiency;

  • Automated routine operations;

  • Simplified internal interaction;

  • Created the conditions for scaling business.

In the implementation and support project of Bitrix24 for the company, which should not be mentioned, our integration competencies were applied:

  1. Strategy

    1. Development strategy of an information web system

  2. 24x7 and highload site support, work on SLA

    1. Continuous integration, rapid deployment of changes

  3. CRM implementation and process automation

    1. Implementation of Bitrix24: CRM, internal communications, tasks and projects, telephony

    2. Automation of processes: opening stores, negotiating contracts

Usually we start the preparation of an integration project with a strategic SWOT analysis of information systems and advertising campaigns of the Customer.

Leave a request for consultation.

If you clearly see the goal, leave a request for discussion of the integration project.

In total

Let's look again at what the business will receive after the implementation of the electronic document flow on Bitrix24:

  1. Less bureaucratic obstacles for starting a real work - agreement agreement with a key client will not be delayed for a month.

  2. The electronic version of any document is always at hand. Find the right can be in 20 seconds.

  3. No more wasting time looking for the "extreme." It is always clear who is responsible for a specific document. You can control the time it takes for a document to go through the organization automatically. With alert management in case of delays.

  4. The document will not be lost. Also available is the entire change history with the ability to download the old version.

Note! This article describes the implementation case for a specific client. We have created a ready contract negotiation module, which can be installed in your Bitrix24 and is configured independently. Links: Mini-DAS module for Bitrix24 and Description of agreement of contracts and documents in Bitrix24

And what does a business lose in the absence of a document flow system?

If you count the losses from unorganized work with documents on the scale of an average organization, the amount is significant.

The average employee spends 30 - 60% of the work with documents (for research Siemens Business Services and IT Solutions). Suppose you have 200 employees. Take the minimum 30%. This is 7 200 hours of work per month (200 * 120 * 0.3).

After the implementation of the electronic document management system, time losses are reduced by 50%. Even if not 50%, but only 10%. This is 720 hours saved. If the average cost per hour of work of your employee is 400 p. (sn 50 000 p. and 120 effective hours of work per month), then in a month you will save 290 000 p.

ИНТЕРВОЛГА — Устраняем беспорядок с помощью Битрикс24

This is without taking into account the effect of optimizing business processes and improving the system of control and management.

As you can see, the implementation of the Bitrix24-based electronic document management system is a profitable procedure. It delivers a very specific, measurable business benefits.

If you are interested in the topic - call, we will discuss your introduction. Or fill out the form below - we will contact you.

Note! This article describes an implementation case for a specific client. We have created a ready contract negotiation module, which can be installed in your Bitrix24 and is configured independently. Links: Mini-DAS module for Bitrix24 and Description of agreement of contracts and documents in Bitrix24



This article was translated automatically. We are working over improving the translation.

Please send your questions about the article to  info@intervolga.ru