Case Study Bitrix24

EASY order PROCESSING by client ID,
PROJECTS SYSTEM ORGANIZATION

Company identification by ID and creation of a project database


UNIQUE IDENTIFIER FOR EVERY CUSTOMER

AUTOMATIC DATA FILLING

SEQUENTIAL CLIENT NUMBERING

PROJECT KNOWLEDGE BASE

Fast processing and adding orders, customer search by ID

Convenient storage of tabular information in CRM

"Intelligent" foolproof system of protection against managers mistakes when entering CRM data

BITRIX24 case study

INPUT DATA:

Client's product: Logistics services

Tasks:
Briefly: Assign each company its own unique ID for quick company searches and automatic filling of fields. Organize the company projects data storage with quick access and convenient format. 

More details: The client wanted to run its clients under his own unique ID numbers. It helps employees find clients, quickly connect the client with Deal, add contacts so that they have the same ID number as for the company, start business processes, verify data. In addition, the client also wanted to save data on its clients' projects in a special project knowledge base to access them directly from the Bitrix24 interface

Problem:
1) Bitrix24 (in its standard functionality) does not use one ID number twice, starts the numbering from 1 and assigns the number in order of creating Companies. For example, if you delete the second company with ID = 2, when creating a new company, its ID will be 3, i.e. ID = 2 will remain blank and the newly created company will not take its place.
2) All project data was stored in an Excel table. Knowledge Base tool in Bitrix24 does not match this format - it is inconvenient in use with a large number of projects. It was a task to discover how to store this data effectively in Bitrix24.

Solution:
1) Creating ID field with its own numbering rules (Bitrix24 will remember the last ID and will not jump through the non-existent one, the ability to remove the ID number from the "middle" and replace the magnifier with a new added Company, and another is created using the last ID saved in the system and adding to her +1).
2) Database in Bitrix24 via Lists

solution description

How it works?

Part 1

CUSTOMER ID

Part 2

PROJECTs BASE

part 1

CUSTOMER ID

ID field

When creating a new company, the ID is filled in automatically, it cannot be entered manually. ID template with starting point is pre-set. 

In our client case, the identifier is assigned to the companies in the order of their addition. After removing the last company, its identifier can be used again and given to another client. Then, so that there were no "holes" in the system, we introduced checks after the last used ID number and if it was used - we add it according to the +1 rule. 

In the event that we remove the company and replace it in the city with another - the system checks the last used ID number and starts to deduct from it.



PROTECTION AGAINST ID CHANGE

"Foolproof" protection works here: no one can edit the customer ID field. Only the administrator can change the ID field using the password.



SYNCHRONIZATION WITH CONTACT AND DEAL

If you create Deal or Contact and enter only the ID there, all necessary data about the company will be automatically transferred to the appropriate fields.

Order a consultation on Bitrix24!

part 2

PROJECT DATABASE

list of projects

You can quickly find data on this customer's projects using the company ID.

Instead of an Excel spreadsheet, project data is stored in Bitrix24 lists - this is detailed information collected from the fields of the CRM. If you enter a customer ID, the company information will automatically appear in the knowledge base and you will not have to register it manually.

All this information is easily accessible directly from the Deal or Company tab, as well as from the "Lists" tool, from where it can be transferred to the menu on the left by clicking on the star.


Additional functionality

Checking the correct fields filling. The employee receives a notification if the field is incorrectly filled, its content does not match the specified rule. 

In our case, the "Pruduct number" field must contain 7 digits. If it contains more or less than 7 digits, the employee receives a notification and corrects the error.

WHAT OUR CUSTOMER RECEIVEd?

results

Each customer has their own unique identifier

Knowing the customer ID, you can quickly add company details to Deal, Contacts, list in Bitrix24 and reduce the time of manual registration

Information about projects related to the client's company is stored in a convenient list directly on the Companies and Deal tab in Bitrix24

The assignment of a unique identifier is protected against accidental interference: a business process requires a password to change the ID field

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