Automatic Task Creation Setup in Bitrix24
A manager closes a deal — and manually creates a task for the accountant to invoice, the lawyer to prepare a contract, the logistics team to ship. Same three tasks every time, from scratch each time. Forgotten — the client waits. Mixed up responsibility — the task gets lost. Automatic task creation removes the human from the routine loop: a deal moves to a stage — tasks are created automatically with the right owners, deadlines, and checklists.
CRM Robots
The main mechanism for automatic task creation is CRM robots. A robot is attached to a sales funnel stage and executes an action when the deal transitions to that stage.
Setup: CRM → Robots and Triggers → select stage → Add Robot → Tasks → Create Task.
Robot parameters:
| Field | Description |
|---|---|
| Task Title | Can contain variables: "Prepare contract for {{Company Name}}" |
| Description | Template text with deal data: amount, contact, details |
| Owner | Specific employee or role (department head, deal owner) |
| Deadline | Relative: "2 days after creation" |
| Project | Group the task belongs to |
| Checklist | List of items to track completion |
One robot — one task. To create multiple tasks at one stage, add multiple robots sequentially.
Business Processes with Branching
When logic gets more complex than "create one task" — use business processes (BP). The BP designer has conditions, loops, and parallel branches.
Example: deal moves to "Document Preparation". BP checks deal type:
- If "legal entity" → creates task for lawyer on contract + task for accountant to verify details.
- If "individual" → creates only task for manager to process order.
BPs are created in CRM → Settings → Business Processes or launched from robots with the "Run Business Process" action.
Task Templates with Subtasks
A task template is a pre-filled task that expands into a full task with subtasks via one button or automatically.
Example template "Onboard New Client":
- Main task: "Onboarding — {{Client}}"
- Subtask 1: "Send welcome email" — owner: manager, deadline: same day
- Subtask 2: "Setup access" — owner: support, deadline: 1 day
- Subtask 3: "Conduct training call" — owner: manager, deadline: 3 days
A CRM robot calls the template via "Create Task from Template" action, inserting deal data.
Recurring Tasks
For repeating tasks not tied to CRM, use schedule-based repetition in the task template. The template automatically creates a task: daily, weekly, monthly — with specified owner and deadline.
Examples: weekly sales report, monthly balance reconciliation, daily request review.
Setup: Tasks → Templates → create template → "Repeat" tab — specify frequency and creation time.
What We Configure
- CRM robots: automatic task creation at sales funnel stages
- Business processes with conditions and branching for complex scenarios
- Task templates with subtasks and checklists
- Recurring tasks by schedule
- Data substitution from deal into task title, description, and fields
- Testing chains: verify correct task creation at each stage