WHAT WILL THIS ARTICLE TALK ABOUT?
Our client, an official dealer of specialized software, has been working with us for a long and successful implementation of Bitrix24.
The client's managers need to prepare a package of more than 10 documents to sell the license to the buyer. In addition, they need to add an extended set of statutory documents to the package.
This happens because the vendor of this software establishes such requirements. The vendor products are used to design printed circuit boards, including military ones. The vendor must know which legal entities and for what purpose they buy this software.
WHAT DOES A CLIENT NEED BITRIX24 FOR?
FOR ORDER IN ALL AREAS OF WORK:
In the initial phase of implementation, we added the automatic creation of a deal folder on the group drive to the business process. In this folder, we kept a reference folder structure to ensure the order of the documentation:
{Company Name} - Transaction ID
Contract
Act / s.f.
Export Approval
Price Approval
Statutory documents
Files from emails
Files from chats
We saved the link to a folder in the deal. Also, we added a widget with a button with a link to the folder for easy use.
business-process of a deal
The business process of a deal consisted of several stages. In this case study, we won't describe the process in detail, but just focus on the fact that at different stages we receive or create documents:
Over time, it became clear that some documents are convenient to edit directly on the disk. But, in order for the business process to work correctly, the corrected/changed documents need to be uploaded to the deal fields.
The point is that business processes take files from the fields and automatically generate emails with the files attached to the vendor and the client.
The answer to this need was the mirroring mechanism: files can be edited on disk, and their current version automatically gets into the deal fields.
Thus, people do not need to think about where to work with documents. They work where it is convenient for them.
Now is the time of communications, we work not only with letters, but also with chats. A large number of communications are in real-time mode. All files from email and chat correspondence are saved in the "Files from emails" and "Files from chats" folders of the deal folder.
This function also proved necessary and convenient for client managers.
Because the files are stored on the disk in a structured way, we have the ability to work with them in batches.
The structure of folders and files on the disk itself is an archive. The files lie in named folders, properly named.
Thus, if we want to do one of these things:
Business processes will do this work more accurately, faster and save people time on more "human" tasks.
Agree that it's faster and easier to get an email for review, with all the files attached, than to gather such an email manually.
Order on the disk - order in the system - a system made of order.
All deal documents are now easy and fast to find. Documents are convenient and easy to work with.
Deal business processes, as well as business processes run as models, work for people and people like it. In addition to being enjoyable, time is saved and dependence on people is reduced.
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