Menu

Bitrix24 : Documents management

Documents management

Uploading your shared files to Bitrix24 will make them accessible in a powerful documents management system. Presentations, documents, videos, and any other files can be placed for download, collaboration, or private use. Most importantly, you can find any document quickly through the internal search.

Check out our video on Document Management in Bitrix24. This video demonstrates the main features of the powerful document library in Bitrix24. See how to edit, share, and retrieve versions from the public library or from libraries in user and group profiles.

docs_main

sharing_documents

Private & shared documents

Bitrix24 comes with three types of Drives. My drive is a personal file storage to which colleagues do not have access to. Employees can place private files here in complete confidence. However, files stored here can be shared in several ways.

Group Drive contains files uploaded inside a particular workgroup. All participants of that workgroup have access to it. Finally Company Drive contains all files that company wants to make available to all employees.

Easy document collaboration

Collaborate on documents directly in your Activity Stream, write comments, attach new document version, receive feedback, see changes taking place in real time! You can allow editing document to all users who are participating in the current discussion, or force them to attach a new version of your text document or spreadsheet in the comment-box.

Once the document changes are completed, you and your colleagues can save it in a document library on your portal, download it to your computer, or you can simply leave it in the Activity Stream. Bitrix24 also makes marking valuable or useful documents quite easy by using the ‘like’ button. Documents which are ‘well-liked’ appear higher in the list of search results.

docs_history
version_history

Versions history

Each document stored in your Bitrix24 has a change log. When a new version of a file is uploaded, the previous version is not deleted, but rather saved such that it can be recovered at any time. Versions history also contains the time when the version was created and the user who created it.

Editing documents online

You can work in Bitrix24 without an office suite! Thanks to the integration with Google Docs and MS Office Online you can create text documents, spreadsheets, or presentations right on your web browser! You can add your documents to a task or a discussion in the Activity Stream.

The build-in tools provide you with an easy access to any documents in your Bitrix24. You can open, view, and edit documents stored on your Bitrix24 portal via a Google and/or Microsoft (Live ID) account. Documents can be edited simultaneously by multiple users.

creating_online_doc
editing_desktop_doc

Editing documents whit a PC

You can also choose to use a locally installed software, such as MS Office, OpenOffice, Pages for Mac or even Adobe Photoshop, for editing documents in your Bitrix24 account. Simply configure Bitrix24.Drive and every time you decide to create a new document or edit an existing one, this will be done with your local application of choice. When you are done, the document will be automatically saved to your Bitrix24 account.

External drives

Bitrix24 works with Dropbox, Google Drive, OneDrive, and other cloud file storage providers. Employees can upload files from their personal account, the files will automatically be indexed and fall under the default access rights in Bitrix24. You can even verify if there is a newer version available on the external file storage account.

external_drives
docs_search

Instant search

Bitrix24 contains a powerful search feature which indexes documents, records, messages, comments, and other information. New content is indexed immediately and shows up in search results as soon as it is uploaded. Search results are influenced by ‘liking’, so users can mark content items which are particularly useful and they will remain easy to find. Instant suggestions appear as soon as the user begins typing in the search box, which is especially convenient for going straight to another user’s profile page.

Approval workflows

Bitrix24 lets you create custom document workflows for draft submissions, contract revisions, majority vote, multistage approval, expert opinion and so on.

Expense reimbursements, business trip requests, and custom records management solutions can all be easily created using the built-in visual business process designer.

approval_workflow