Automatic Document Numbering in Bitrix24
A manager creates a contract and manually enters the number: "Contract No. 47". Another manager simultaneously creates theirs — also "No. 47". A month later, the accounting department receives two contracts with the same number but different counterparties. Or another scenario: numbers are out of order — 12, 15, 23, 8 — because everyone numbers as they remember. Without automatic numbering, documents cannot be properly managed, searched, or accounted for. Manual entry takes up to two minutes per document, and with a flow of 50 documents per day, that's an hour and a half of lost time. Automation assigns a number in two seconds — 10 times faster. We will set up numbering turnkey in 2–3 days. Write to us — we'll evaluate your project.
What Problems Does Automatic Numbering Solve?
A proper numbering system eliminates routine and errors:
- Uniqueness — each document gets a unique number, duplicates are impossible even when multiple employees work simultaneously.
- Order — numbers are strictly sequential, gaps are immediately noticeable.
- Classification — the number easily identifies the document type, year, or branch.
- Search speed — a document is found by number in seconds, search time reduced by 80%.
Numbering Schemes: Comparison of Options
| Scheme |
Example |
When it fits |
Advantage |
| Sequential |
001, 002, 003 |
Small business, single document type |
Simple implementation |
| With type prefix |
CON-001, INV-001 |
Companies with different document types |
Visual type identification |
| With year |
CON-{Year}-001 |
Official documents, accounting |
Auto-reset counter each year |
| With department |
CON-MSK-{Year}-001 |
Branches, multiple legal entities |
Separate numbering by department |
Automatic numbering reduces document search time by 80% and completely eliminates duplicates. We use flexible schemes through custom fields and business processes.
Technical Implementation: From Counter to Locking
Numbering is implemented through a business process that runs when a document is created (generated from a template or when a smart process item is created).
Business process logic:
- Determine the document type (from the card field)
- Read the current counter value from storage (custom field in a special reference list or global variable)
- Increment the counter by 1
- Form the number according to the template:
{Prefix}-{Year}-{Counter with leading zeros}
- Write the number to the document field
- Save the updated counter
To protect against duplicates when documents are created simultaneously, locking is used — the business process processes the queue sequentially. According to Bitrix24 documentation, this is the standard approach. More on business processes.
Why Does Numbering Break During Simultaneous Creation?
The reason is a race condition, when two managers save documents almost simultaneously. A business process without locking may read the same counter value and assign the same number. The solution is sequential processing through database locks or using transactions. In our practice, this problem occurs in 15% of projects when migrating from manual numbering.
Implementation Methods: Business Process vs Custom Solution
| Criterion |
Business Process |
Custom Application |
| Implementation speed |
1–2 days |
3–5 days |
| Configuration flexibility |
High (via interface) |
Maximum |
| Maintenance requirements |
Low |
High (developer needed) |
| Risk of errors under load |
Minimal (has locks) |
Depends on implementation |
A business process is suitable for 90% of tasks. A custom solution is justified for non-standard rules or high load (more than 1000 documents per day).
Counter Reset by Year
At the beginning of a new year, the counter should start from 1. This is implemented by checking in the business process: if the year in the counter does not match the current year — reset the value and update the year. An alternative is a scheduled business process that zeroes all counters at the beginning of the year.
How to Transfer Existing Numbering?
Sometimes a number needs to be entered manually — for example, when migrating existing documents. For this, we provide:
- "Number (manual)" field — if filled, the business process uses it instead of auto-generation.
- Ability to set a starting counter value — to continue numbering from the desired number.
What Is Included in Numbering Setup
We provide a complete set of work:
- Development of a numbering scheme according to your business processes.
- Configuration of the auto-numbering business process with locks.
- Creation of separate counters for document types, legal entities, departments.
- Automatic counter reset at the beginning of the year.
- Setup of manual correction and starting value.
- Integration with the CRM document generator.
- Documentation of the scheme and access to settings.
- Employee training (1 hour online).
Typical Mistakes When Setting Up Numbering
- Ignoring locking under high load — leads to duplicates.
- Lack of counter backup — numbers may be lost during a failure.
- Using complex templates with many prefixes without considering field length.
Our experience: over 5 years configuring Bitrix24 for 150+ projects. We guarantee no duplicates and correct operation under high load. Numbering automation pays off by reducing manual entry costs and operational expenses.
Order Bitrix24 document numbering setup — and forget about routine. Contact us for a free consultation. We will evaluate your project within 1 business day.
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.
