Bitrix24 Flows Setup: Auto-Distribution of Tasks
A tech support lead can waste up to 2 hours daily manually assigning tasks. Each request must be read, complexity assessed, and an executor chosen. As volume grows, error rates rise and load balancing suffers. One of our clients—a support team of 10 operators—initially had a 15-minute response time. After configuring Bitrix24 Flows with round-robin, response time dropped to 3 minutes, and the number of processed tickets increased by 75%. The automation paid for itself in two weeks. We set up Bitrix24 Flows turnkey: automatic task distribution, templates, metrics, and training. Over 5 years, we have completed more than 50 automation projects in tech support, design, accounting, and development. Get a free consultation—we will assess your process and propose a solution.
What are Flows and why are they needed?
Flows is a Bitrix24 module for automatic task routing. Instead of assigning to a specific person, the task setter sends the task to a flow. The flow determines the executor based on rules: queue, workload, competencies. Key elements:
-
Flow — a channel for tasks of a certain type (e.g., "Tech Support" or "Design").
- Flow participants — employees who can receive tasks from this flow.
- Distribution rule — algorithm for selecting the executor.
- Flow supervisor — employee managing settings and reassignment.
According to the official Bitrix24 documentation, flows are especially effective for recurring tasks with multiple executors.
How to set up a flow: step-by-step
- Create a new flow — go to "Tasks → Flows" and click "Create flow".
- Set a name and description — specify the purpose (e.g., "Tech support requests").
- Add participants — select employees who will execute tasks from this flow.
- Choose a distribution method — round-robin, load-based, or manual. Define the flow supervisor.
- Configure the task template — fill default fields: deadlines, priority, checklist. The template speeds up task creation.
- Publish the flow — once created, the flow is available to task setters. They can send tasks via "Add task → To flow".
After setup, start a test period. Ask participants to complete a few tasks and check the metrics.
How to choose a distribution method?
| Method |
Description |
When to use |
| Round-robin |
Tasks assigned to participants in a circle. |
Homogeneous tasks with equal effort. |
| Load-based |
Number of active tasks per participant considered. |
Tasks with varying duration. |
| Manual distribution |
Flow supervisor manually assigns the executor. |
Tasks requiring skill assessment. |
The choice depends on team specifics. We help determine the optimal option during the audit phase. For example, for tech support with short tasks, round-robin is better; for development, load-based.
Why flows reduce task completion time?
One of our clients—a tech support department with 10 operators. Before flows, the lead manually assigned requests. Average response time was 15 minutes. After setting up round-robin, response time dropped to 3 minutes—5 times faster. Operators no longer waited for assignment, and the queue was evenly distributed. Daily tasks increased from 20 to 35. Operator workload balanced to 85%. Average completion time dropped from 4 hours to 2.5 hours. The customer saved 1,200,000 rubles per year on overtime.
Which metrics help evaluate flow effectiveness?
| Metric |
Description |
How to use |
| Average response time |
Time from task entry to assignment |
Assess distribution speed |
| Average completion time |
From assignment to closure |
Identify process bottlenecks |
| Tasks in queue |
Current flow backlog |
Plan resources |
| Participant workload |
Tasks per participant |
Balance load |
These metrics are available in Bitrix24 reports. We configure a monitoring dashboard to show key indicators at a glance.
When flows are especially useful: use cases
- Tech support: requests distributed among free operators — response time reduced by 30–50%.
- Design department: mockup requests go to the flow instead of personal messages to a designer.
- Accounting: document processing requests distributed among accountants.
- Development: bug reports enter a flow and are assigned to developers based on workload.
In each case, flows eliminate manual routing and make the process transparent.
What is included in our work
- Creating flows tailored to the company's business processes
- Selecting and configuring the distribution method for each flow
- Adding participants and assigning flow supervisors
- Developing task templates for typical requests
- Training task setters: how to send a task to a flow
- Training flow supervisors: monitoring the queue and metrics
- Technical documentation of the setup
We guarantee stable operation after setup. Our engineers have over 5 years of Bitrix24 experience and are certified specialists. Contact us for a consultation—we will discuss your project.
Timelines and pricing
Setup timelines range from 2 to 5 business days depending on complexity. Pricing is calculated individually after analyzing your processes. Get a free consultation—reach out to discuss your project.
For in-depth study, refer to the official Bitrix24 documentation on Flows.
How a corporate portal on Bitrix24 solves the problem of information chaos?
Employees spend up to 2 hours a day searching for files, emails, and solutions. Tasks get lost in dozens of chats, approvals get stuck for weeks. The manager learns about missed deadlines only at a meeting. A corporate portal on Bitrix24 ties every message, document, and task to a single context. You get a transparent picture of work: who is working on what, which stages, where bottlenecks are. Wikipedia: Information silo describes how unorganized data reduces productivity – a portal cuts that loss by 60–70%.
We will evaluate your project for free – contact us to get the architecture in 2 days. A medium‑sized company typically saves 2.5 million rubles annually after deployment (based on our projects).
What does the portal offer in daily work and why is it better than messengers?
In messengers, information is unstructured – discussions get buried within a week. On the portal, every message is tied to a task, project, or document. Employees spend up to 30% of their work time searching for data (McKinsey). The portal reduces this time by 2–3 times thanks to structured repositories and full‑text search.
Communications. Activity stream, messenger, and video calls are tied to specific tasks. Any discussion can be found six months later – in a messenger it would be buried within a week.
Tasks and projects. Kanban, Gantt, checklists, dependencies, time tracking. Each employee's efficiency is visible in reports – no need to wait for a meeting.
Document flow. Approval routes through the business process designer: leave request → manager → HR → accounting. Electronic signature, versioning, deadline control. Integration with electronic document management (SBIS, Diadoc) via REST API.
HR. Onboarding of new employees, leave/travel requests, organizational structure, absence schedule. An employee knows where to go from day one.
Knowledge base. Bitrix24 wiki engine: regulations, instructions. Knowledge does not leave with departing employees.
Implementation example. For a manufacturing company with 320 employees, we deployed a portal with integration of 1C:SALARY AND HR MANAGEMENT and Active Directory in 4 months. Travel request approval time decreased from 3 days to 4 hours. Savings on employee idle time amounted to 1.5 million rubles per year. Managers receive automatic reports on department efficiency. Customer response time decreased by 20%. Portal payback period is 7 months.
How does integration with 1C and Active Directory accelerate HR management?
Integration with 1C:Enterprise via the b24connector module or custom REST handler: a leave request is approved on the portal through a business process and automatically enters 1C:SALARY AND HR MANAGEMENT for vacation pay calculation. Active Directory (SSO via the ldap module) – the employee account is created once in AD and synchronized to the portal, email, VPN. Upon dismissal, it is blocked everywhere. Manual account creation is eliminated, errors are minimized.
Types of corporate portals and key integrations
| Type |
Purpose |
Key Feature |
| Intranet |
Internal communications and services |
News, phone directory (sync with AD), meeting room booking, IT requests via BP |
| HR portal |
HR management and development |
Profiles, KPI/OKR on custom HL blocks, training, electronic document flow |
| Knowledge portal |
Documentation and regulations |
Categorization, tags, ratings, subscriptions to updates |
| Extranet |
Work with partners and contractors |
Granular permissions via CGroup and extranet module, access without VPN |
| Holding portal |
Management of multi‑company structure |
Separate workspaces, consolidated reporting, cross‑cutting BPs |
Additional integrations that deliver real value:
- Email: Exchange via EWS API or IMAP, calendar synchronization, creating a task from an email.
- IP telephony: Asterisk, Mango Office, Zadarma via REST API – calls from the portal, contact card, call recording.
- Video conferencing: built‑in video calls or integration with Zoom/Teams via marketplace.
- EDI: SBIS, Diadoc via REST API – fully electronic document flow with counterparties.
Security and compliance with Federal Law 152‑FZ
The portal contains personal data, financial reports, strategic plans. We guarantee protection:
- role model via CGroup and section‑level permissions;
- two‑factor authentication (OTP, Yandex.Key, SMS);
- audit of all actions (b_event_log);
- TLS encryption for transmission and disk encryption;
- full compliance with Federal Law No. 152‑FZ "On Personal Data".
How is implementation carried out? Step‑by‑step plan
| Stage |
Duration |
What we do |
| 1. Audit |
2–3 weeks |
Interviews, process analysis, architecture, integration plan |
| 2. Setup and customization |
3–6 weeks |
Structure, roles, BPs, branding (CSS template) |
| 3. Integrations |
2–4 weeks |
1C, AD, email, telephony, EDI |
| 4. Data migration |
1–2 weeks |
Documents, directories, employees from current systems |
| 5. Training and pilot |
1–2 weeks |
Administrators, key users, pilot of 20–30 people |
| 6. Scaling |
2–4 weeks |
Connecting departments, fine‑tuning based on feedback |
- Audit — we record current processes, measure time losses.
- Design — choose portal type, plan integrations.
- Implementation — configure business processes, permissions, interface.
- Test — pilot group tests scenarios, we fix issues.
- Launch — connect all employees, train, hand over documentation.
What you receive after implementation
- Project documentation: architecture, integration scheme, business process diagrams.
- Configured portal with all integrations (1C, AD, telephony, EDI).
- Business process descriptions and instructions for administrators and users.
- 30 days of technical support after launch.
- Access to our knowledge base and migration scripts.
Post‑launch support: how to prevent the portal from becoming obsolete
After six months, many portals become abandoned. To avoid this, we offer packages with fixed SLA and a dedicated administrator. Performance monitoring, platform updates, user administration, development of new modules. Our team has over 10 years of experience and more than 50 implemented corporate portals on Bitrix24. We are a certified 1C‑Bitrix partner, guaranteeing quality and deadlines.
Mobile access. Native Bitrix24 app (iOS/Android) with push notifications, tasks, chats. Responsive web interface for extranet users (no app installation required). Offline access to documents and tasks, sync when connectivity is restored.
Order a turnkey corporate portal implementation
Schedule a free audit – we will evaluate your project, propose architecture, and give clear timelines. Get a comprehensive proposal and see that the portal pays for itself within the first six months. Contact us today.
