Bitrix24 Self-hosted For Beginners

Bitrix24 Self-hosted For Beginners

Course description Registration and

Authorization Main page The Page "My

Portal" Search Employees Finding Users Telephone Directory Company Structure Staff Changes Absence Chart Honored Employees Birthdays Personal

PageGeneral Friends Photo Gallery Forum Blog Calendar FilesUsing Messaging

Services Tasks Task List Viewing a Task Creating Task sTask Use CasesExporting

Tasks Company Documents Managing the Documents Library in a Web Browser Using the Document Library in Windows Services Booking a

Meeting Room e-Orders Technical Support PollsLink

Directory Subscription Workgroups Finding Groups The "My Groups" Page The Workgroup Page Creating a

Table of Contents

Registration and Authorization

Main p age

The Page "My Portal"

Search

Employees

o Finding Users

o Telephone Directory

o Company Structure

o Staff Changes

o Absence Chart

o Honored Employees

o Birthdays

Personal Page

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Workgroup Communication Blogs Forums Photo gallery Classifieds Instant Messenger Configuration Working Time Management Features ControlsWorking Day

Tool Worktime Summary Setting the Working Day

parameters Extranet Extranet Basics Inviting Users To Extranet CRMLeads

o Contacts Companies Deals Activities Invoices Creating invoices Working with invoices Configuring invoice fields Events Catalog Reports Sales Funnel Feat ures The element list Selection lists Custom fields Access

system Email

integration Integration with business processes Integration with a Bitrix e -Store

o General

o Friends

o Photo Gallery

o Forum

o Blog

o Calendar

o Files

o Using Messaging Services

o Tasks

Task List

Viewing a Task

Creating Tasks

Task Use Cases

Exporting Tasks

Company

Documents

o Managing the Documents Library in a Web Browser

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o Using the Document Library in Windows

Services

o Booking a Meeting Room

o e-Orders

o Technical Support

o Polls

o Link Directory

o Subscription

Workgroups

o Finding Groups

o The "My Groups" Page

o The Workgroup Page

o Creating a Workgroup

Communication

o Blogs

o Forums

o Photo gallery

http://www.bitrixsoft.com/support/training/course/index.php?print_course=Y&COURSE_ID=27&TYPE=Y#LE1467http://www.bitrixsoft.com/support/training/course/index.php?print_course=Y&COURSE_ID=27&TYPE=Y#CH4340http://www.bitrixsoft.com/support/training/course/index.php?print_course=Y&COURSE_ID=27&TYPE=Y#LE2515http://www.bitrixsoft.com/support/training/course/index.php?print_course=Y&COURSE_ID=27&TYPE=Y#LE2516http://www.bitrixsoft.com/support/training/course/index.php?print_course=Y&COURSE_ID=27&TYPE=Y#LE1473http://www.bitrixsoft.com/support/training/course/index.php?print_course=Y&COURSE_ID=27&TYPE=Y#LE2518http://www.bitrixsoft.com/support/training/course/index.php?print_course=Y&COURSE_ID=27&TYPE=Y#LE2519http://www.bitrixsoft.com/support/training/course/index.php?print_course=Y&COURSE_ID=27&TYPE=Y#LE2520http://www.bitrixsoft.com/support/training/course/index.php?print_course=Y&COURSE_ID=27&TYPE=Y#CH4338http://www.bitrixsoft.com/support/training/course/index.php?print_course=Y&COURSE_ID=27&TYPE=Y#LE1468http://www.bitrixsoft.com/support/training/course/index.php?print_course=Y&COURSE_ID=27&TYPE=Y#LE2511http://www.bitrixsoft.com/support/training/course/index.php?print_course=Y&COURSE_ID=27&TYPE=Y#LE2512http://www.bitrixsoft.com/support/training/course/index.php?print_course=Y&COURSE_ID=27&TYPE=Y#LE2513http://www.bitrixsoft.com/support/training/course/index.php?print_course=Y&COURSE_ID=27&TYPE=Y#CH4339http://www.bitrixsoft.com/support/training/course/index.php?print_course=Y&COURSE_ID=27&TYPE=Y#LE2514http://www.bitrixsoft.com/support/training/course/index.php?print_course=Y&COURSE_ID=27&TYPE=Y#LE1469http://www.bitrixsoft.com/support/training/course/index.php?print_course=Y&COURSE_ID=27&TYPE=Y#LE1470

o Classifieds

o Instant Messenger Configuration

Working Time Management

o Features

o Controls

o Working Day Tool

o Worktime Summary

o Setting the Working Day parameters

Extranet

o Extranet Basics

o Inviting Users To Extranet

CRM

o Leads

o Contacts

o Companies

o Deals

o Activities

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o Invoices

Creating invoices

Working with invoices

Configuring invoice fields

o Events

o Catalog

o Reports

o Sales Funnel

o Features

The element list

Selection lists

Custom fields

Access system

Email integration

Integration with business processes

Integration with a Bitrix e -Store

Registration and Authorization

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All company employees obtain access to the portal resources accordi ng to access permissions set by the administrator . Furthermore, the portal administrator can customize the way the users register and authorize at the portal.

Before working with the portal:

1. unregistered employees must register; 2. registered employees must authorize.

Registration

If the portal settings allow for the self - registration of users, the portal web pages show a link Register :

at the top right corner of the screen. This link, when clicked, opens the following registration form:

in the authorization form. In this case, the registration form looks like shown on the screenshot below:

Enter the required information in the registration form: First name , Last name , Login , Password , Confirm password , e- mail address .

Click Register . The page will refresh. Now, you can start working with the portal.

Note: if the self - registration is disallowed, all the new users are added by the portal administrator or another person having sufficient permission.

Authorization

If the portal configuration allows the unauthorized visitors to view the portal web pages, such viewers see the authorization form in the top right corner of the screen:

Otherwise, if the unauthorized visitors are disallowed to access the portal in any way, they will see the following authorization form whenever they open the portal in a web browser:

In the form, enter your Login and Password and click Login . As soon as the page updates, you can start working with the portal.

Upon authorization, a welcome block containing links to the frequently used pages in shown in the top right corner:

Main page

The main page is a kind of desktop containing areas showing:

recent company events;

various information about the company employees: honored employees, birthdays, new and absent employees;

recent blog and forum posts, etc.

javascript:ShowImg('/images/portal_admin_en/big/portal_pub.png',700,539,'Intranet portal')

Using links in these areas, you can switch to a corresponding site section containing the detailed information.

The Page "My Portal"

This page represents a personal web desktop which can be customized using small building blocks also known as gadgets .

Note: a user must be authorized to access this page.

The main purpose of the gadgets is to show different inform ation in a specific way. For example:

javascript:ShowImg('/images/portal_user_en/big/my_desktop.png',1097,823,'My Portal')

recent updates for which an employee is subscribed;

workgroups an employee is a member of;

recent blog and forum posts; personal information about other employees etc.

The gadgets can be freely repositioned on the desktop. A gadget usually has one or more configurable parameters.

To add a gadget to the desktop, click to open a menu showing all the currently available gadgets.

After you have selected a required gadget, it will appear at the top left of the desktop.

You can reposition a gadget in the same manner as you move windows in your operating system: just click the gadget title and move it while holding the mouse button do wn.

The button opens the gadget configuration form whose layout is gadget specific

Note: this button is available if only the gadget has options to configure.

To mi nimize the gadget, click .To close the gadget and remove it from the desktop, click

.

The system preserves the desktop preferences and gadget configurations between the authoriz ed sessions.

Whenever a user wants to restore the desktop to the original state, he or she can use the

button .

Notice that if the desktop customizatio n was prohibited by the portal administrator, all the

portal users see the same desktop lacking additional buttons or menus. In this case, the desktop layout is defined by the portal administrator.

Search

The portal users can search any information in almo st anything: static pages, documents, user profiles, news, forum and blogs.

The search form suitably resides in the right corner of the portal screen:

The search system adds all possible titles to the search index and shows the m as search tips when a user is typing the search text in the search input field. However, you may find that such tips are contextually different to what Google or other web search engines offer: the portal search form shows tips that are most appropriate for the employee rather than most frequently accessed or wanted web pages, like the web search systems do.

A dedicated search page is also available and can be accessed by clicking the link Search at the page bottom.

To find a user, just enter his or her name in the search field. However, a special user search page exists providing extensive filters allowing for various search criteria to be applied.

Employees

The Employees section contains general information about the company staff and structure.

If you need to find an employee and/or obtain a brief information about them, open the Find Employee page and find a user.

The Company Structure page displays a vivid and illustrative view of the hierarchy of company's departme nts, subdivisions, branches or affiliates. Click a subdivision to view its inner departments, or a department to view its members.

Each employee has a Personal Profile page that shows their personal and official

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information. A user can add friends; create groups; publish photos; create forum topics and blog posts; manage their personal calendar and file storage.

The Staff Changes page registers changes that have taken place among the employees. You can look through the changes of the whole company or in a certain department.

If an employee is absent f or any reason, this event is registered in the monthly Absence Chart . The absence graph can be constructed for a certain department and the list may contain all employees, not only the absent ones. To view the graph for other months, use the navigation buttons.

Featured and honored employees are shown on the Honored Employees page. In the user profile title, the award or accomplishment is specified.

The Birthdays page reminds you to send birthday greetings or find upcoming birthdays. You can select the department for which birthday information is required.

Introductory information that a new employee may require can be found on the For New Employees page.

Finding Users

The following form is used to search the portal users:

http://www.bitrixsoft.com/support/training/course/index.php?COURSE_ID=27&LESSON_ID=2470http://www.bitrixsoft.com/support/training/course/index.php?COURSE_ID=27&LESSON_ID=2471http://www.bitrixsoft.com/support/training/course/index.php?COURSE_ID=27&LESSON_ID=2472http://www.bitrixsoft.com/support/training/course/index.php?COURSE_ID=27&LESSON_ID=2473

To search for an employee, fill in any of the following fields in the filter form: Name, Phone, Departmant, E -mail.

Alternatively, you can find employees using the ABC panel . Click a letter to view the list of employees whose last name begins with the selected letter.

To switch the result view modes, use the List and Details buttons on the context toolbar:

For example, the List mode shows the employee profiles in the following manner:

The Details mode:

javascript:ShowImg('/images/portal_user_en/big/list.png',670,311,'List mode')

The search results can be exported in Microsoft Excel or Microsoft Outlook .

Telephone Directory

With Telephone Directory , you can easily find the te lephone number of any employee. The

-mail or any digits of the telephone number you could still remember. You can narrow your search still further by

e, the current on - line status. The telephone directory and the search results can be both exported to Microsoft Excel or synchronized with Microsoft Outlook.

javascript:ShowImg('/images/portal_user_en/big/table.png',803,281,'Details mode')

Company Structure

The Company Structure and departments:

javascript:ShowImg('/images/portal_user_en/big/telephone_dir.png',964,639,'Telephone Directory')

This indented outline provides for easy finding and selection of any department. Click the the division link to view all the

employees in that division:

To add the division employees to Microsoft Outlook, click Export Employees to Outlook .

Staff Changes

The Staff Changes page reflects all the staff changes occurring in the company. Whenever

showing the date and kind of the change.

javascript:ShowImg('/images/portal_user_en/big/structure_pub_users.png',590,351,'List of current division employees')

You can view the staff changes of the entire company or a certain department. Select the required department in the list and click Search .

javascript:ShowImg('/images/portal_user_en/big/staff_events.png',669,386,'Staff Changes')

Absence Chart

reason:

Each type of absence is indicated with a unique color. The absence chart can display data in three time scales: intraday, weekly or monthly.

The monthly grid does not display intraday leaves so as not to overwhelm the chart with less relevant data.

To quickly view the leave details, hover the mouse pointer over the leave:

javascript:ShowImg('/images/portal_user_en/absence.png',875,414,'Absence Chart')

Initially, the absence chart contains data for all the unavailable employees . If required, you can view the report on a certain department: select it in the drop -down list on the context toolbar.

To filter the data by the kind of leave, use the button Set Absence Types on the context toolbar:

javascript:ShowImg('/images/portal_user_en/absence_details.png',874,403,'Absence Chart')

Use the calendar navigation controls to view other days and months.

The system updates information in the absence chart automatically using data pro vided by

the personal calendars. Alternatively, the absence chart can be corrected or replenished by a user having enough permissions.

Honored Employees

For his or her services or accomplishments, an employee can be credited by displaying on

the Honored Em ployees

reads the nomination awarded.

Note: sufficient permission is required to place or remove an employee to/from the Honored

Employees.

Birthdays

javascript:ShowImg('/images/portal_user_en/big/leaders.png',673,487,'Honored Employees')

The employees whose date of birth is available in the system are seen on the Birthdays page.

The birthdays components can be set to conditionally show or hide the year of birth. For example, the screenshot above shows the year only for males .

Personal Page

javascript:ShowImg('/images/portal_user_en/big/birthdays.png',671,460,'Birthdays')

For each employee, a personal page exists that shows their personal and official information.

To switch to your personal section, open Employees > Personal Profile .

Alternatively, you can use the link My Page to access the personal page:

To view information about another employee, click a link with his or her name.

Gene ral

The tab General

javascript:ShowImg('/images/portal_user_en/big/personal.png',645,460,'Profile')

javascript:ShowImg('/images/portal_user_en/big/profile.png',806,879,'General')

The page is comprised of multiple sections showing:

the recently added friends (requires the friends feature);

the groups a user is a member of;

calendar events and tasks;

recent fo rum and blog posts;

personal files.

This information may be shown or hidden depending on the social network parameters and the user preferences.

If a user is away or on the Board Of Honor, this page reflects such status by showing an appropriate message.

Use the following links to manage the personal information.

Edit Profile is used to edit user information: contacts, personal and official information and authorization parameters.

Edit Privacy Settings changes the permis sions of other users to view your personal page, friends and groups; it also defines users allowed to invite you to groups and send personal messages to you.

javascript:ShowImg('/images/portal_user_en/big/profile_edit.png',677,472,'Edit Profile')

Edit Settings enables or disables the portal features (Forum, Photo Gallery etc.), and assigns permissions with respect to these services.

Use the My Subscriptions link to subscribe to or unsubscribe from the group and/or user updates:

javascript:ShowImg('/images/portal_user_en/big/profile_function.png',666,450,'Edit Settings')

javascript:ShowImg('/images/portal_user_en/big/profile_subscribe.png',666,267,'My Subscriptions')

Send Messag - sends a private message (a ka PM) to the user;

Show Message Log - shows the messaging history;

Add to Friends (or Unfriend ) - adds the user as a friend (or removes a user from friends);

Invite to Group - sends an invitation to the user;

Subscription - manages subscription for th e user updates.

javascript:ShowImg('/images/portal_user_en/big/personal.png',645,460,'Available Links')

Friends

Note! This feature is disabled by default. However, you can send a message to any employee to invite them to a group. The portal administrator can enable this feature.

The Friends tab presents all the user friends. To add a friend, follow the steps below:

Click Add Friends to open the Find Employee page.

Find the required employee using this form (see the Finding Users lesson).

In the profile found, click the user name link. The e mployee personal page will open.

Click Add to Friends .

Fill in the invitation form and click Send Message .

You will see a confirmation saying the message has been successfully sent. When the employee receives and accepts the invitation, they will appear in your friend list.

If an employee sends you a friend invitation, a corres ponding message will immediately show on the left of a portal page.

To send a message to a user, do the following:

javascript:ShowImg('/images/portal_user_en/big/friend_add.png',624,329,'New friend')javascript:ShowImg('/images/portal_user_en/big/invint_friend.png',697,244,'Invitation form')

Select the required employee.

Click Send Message . The messaging window will appear:

Type the message text and click Send . The new message will be shown in the dialog

window.

If a user sends you a message but the messaging window is not active, a notification will immediately show in the left of any portal page.

Photo Gallery

javascript:ShowImg('/images/portal_user_en/big/message.png',580,502,'Message')

The Photo tab represents the employee personal photo gallery. You can configure other user's access to your photos in your profile.

The Add album link creates a new photo album. In the album creation form, specify the required parameters and click Save .

Upon saving, the new album is immediatel y added to the album list. To upload a photo, click Upload Photos .

Two photo upload methods are available: single upload and bulk upload. The bulk mode allows adding of a whole folder by selecting it in the folder tree and clicking the Add folder button. T o add individual photos from any directory, click Add files .

javascript:ShowImg('/images/portal_user_en/big/album.png',362,362,'Photo album')

Using this form, you can preprocess the photos before uploading: specify their titles and descriptions; publish photos; add the copyright sign etc. Note that only published photos are visible. To upload photos, click Upl oad .

javascript:ShowImg('/images/portal_user_en/big/photo.png',604,510,'Photo upload')javascript:ShowImg('/images/portal_user_en/big/person_photo.png',635,630,'Personal photo gallery')

Forum

Surprisingly or not, but the tab Forum rum. The user can

assign different access permissions to other users thus, for example, rejecting unwanted posts from offensive writers (the link Edit Settings ):

Forum Topic Management

To create a new topic, click Add new topic . This will open the new topic creation form:

javascript:ShowImg('/images/portal_user_en/big/profile_forum.png',682,376,'Personal Forum')

The only mandatory field is the topic title. If needed, you can attach an image to the new

javascript:ShowImg('/images/portal_user_en/big/profile_forum_add_theme.png',669,597,'New Topic Form')

topic (use the link ) and add the new topic text. Click Post New Topic when

To manage the forum topics, select the required ones by checking the corresponding boxes and then select the action in the drop -down list:

Foru m Post Management

To add a new forum post, open the forum topic of your interest and click Reply . The forum reply form will show up:

javascript:ShowImg('/images/portal_user_en/big/profile_forum_managment.png',680,414,'Actions menu to manage topics')

You can hide or show back your forum posts (or the posts of other users if you have sufficient permissions). To hide the forum post, select it by marking the checkbox of the target post and select Hide in the drop -down l ist. The hidden posts are rendered in different

color:

javascript:ShowImg('/images/portal_user_en/big/profile_forum_post_new.png',669,452,'Forum Reply Form')

To show the hidden posts, mark them and select Show Messages in the drop -dow n list.

To edit a particular forum post, click the link Modify . You will edit the post in the same forum post editor you use to add a forum post.

To delete the posts:

click the link Delete ;

select the posts you want to delete and select Delete Messages in the drop -down list:

javascript:ShowImg('/images/portal_user_en/big/profile_forum_post_hide.png',669,184,'Hidden Post')

When replying to a particular post, quote that post: it will help the readers to keep the context of discussion. Select the text you want to quote and click the link Quote . The selected text will be added to the reply form:

javascript:ShowImg('/images/portal_user_en/big/profile_forum_post_delete.png',671,281,'Delete Messages')

The link Name does just as it reads: it adds the name of the post author to the reply form.

Blog

The tab Blog for posting opinions and other messages.

javascript:ShowImg('/images/portal_user_en/big/profile_forum_post_quote_post.png',669,467,'Quotation')

Whether other users can see your blog posts or not is the matter of your preferences. If you open access to all users, your blog posts will be seen on the Blogs page ( Communication > Blogs ).

Creating Blog Posts

To add a new blog post, click Post To Blog . The new blog post form will open:

javascript:ShowImg('/images/portal_user_en/big/profile_blog.png',964,566,'Personal Blog')

After you are done typing the post text, you can make the new post visible by clicking

Publish . Note that you can change the date and time of the po st: just click the date/time link and select the desired date in the calendar:

javascript:ShowImg('/images/portal_user_en/big/profile_blog_new_form.png',648,507,'Blog Post Form')

If yare still afraid to tell the truth!), you can just save the post (click Post Later ) and publish it later on: open the drafts folder by clicking Draft Messages and selec t the post you want to share with the people.

javascript:ShowImg('/images/portal_user_en/big/profile_blog_date.png',648,511,'Blog Post Form')

To take a look at your new post without actually publishing it, click Preview :

Edit and delete you posts using the two corresponding commands:

Commenting And Managing Comments

You can add a comment to a blog post on the blog post page.

If the blog allows comments, the link Add comment is available below the blog post text:

Clicking this link opens the comment form:

To comment on an existing comment, click Reply below it:

To scroll to a particular comment, click Link (which also sets the address bar contents to the comment URL).

The multilevel comments show the link Parent which navigates to the message this comment is a child of:

Calendar

Creating A Calendar

Creating Events

Managing The Events

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The Event Scheduler

Exporting The Calendars o Direct MS Oulook Export o Exporting To iCal

functional areas.

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1 -

2 - the favorite calendars;

javascript:ShowImg('/images/portal_user_en/big/profile_calendar.png',1137,955,'Personal Calendar')

3 - provides MS Outlook synchronization features;

4 - the calendar management and event controls;

5 - the main calendar grid.

- adds a new event;

- adds a new event using the scheduler;

-opens the calendar settings form:

Use the calendar settings form to:

o select the invitation calendar: whenever you are invited to an event, the selected calendar will keep and track your invitation;

o optionally choose to use a more positive visual cue to show the unconfirmed events.

Creating A Calendar

To create a new calendar, click Add Calendar :

In the calendar creation form, enter the calendar name and description. Select the calendar color; in fact, this is a background color which will be used in the calendars list:

Select the desired public mode :

Private Calendar - only;

Show availability - availability ( Occupied , Und ecided , Free , Away );

Show availability and title - same as the previous mode but also shows the event title;

Show all information - specifies to show any data available in the calendar.

The option Add all invitations from other users to this calendar , i f checked, marks this calendar as the collector of all the invitation events. No other calendars will contain the

invitations.

To enable MS Outlook connectivity, check the option Enable calendar export .

To show this calendar in the favorite calendars list (see the picture below), check the option Add to Favorites .

In the Favorites list, the link Configure opens the calendar selection dialog box:

by typing their name in the field Find User and clicking Add . Once a user has been found, select the required calendars:

To remove the calendars, click Delete .

Creating Events