Bitrix Intranet: What is New in Version 11.0

Activity Stream

The Activity Stream in Version 11.0 is interactive. It brings business and social tools together – tasks and work reports, blogs and photo galleries. Because each user can set what updates will appear in the Activity Stream, there is no need to remember to check for changes in any particular area of the intranet – everything is in one place, and all while respecting access rights. Watch a brief video! Shows all internal and external changes in one place for better project management and work coordination; Displays changes in Tasks and Reports published by employees; Activity Stream notifications and messages can be commented on and evaluated using the "Like" button; Open API (REST, SOAP) for easy incorporation of external data into your intranet Activity Stream.

Activity Stream

You can like content items and comments about them in the Activity Stream. The "Like" button is displayed in the center of the ratings settings, but you can choose an individual setting for its location and override the global settings. The Activity Stream no longer has page-by-page navigation. The link mark More Updates loads using AJAX. This feature may be disable and page loading restored, if desired, in the Activity Stream component settings.

"Like" button in Activity Stream

There has been a significant change in the underlying logic for adding comments in the Activity Stream. If you make a comment on a microblog post in the Activity Stream, the comment is added to the microblog itself, not only its entry in the Activity Stream. If you put a comment on some old comments in the social network, which had already come and gone in the Activity Stream and is no longer visible, the content will appear with a 'back date' and your comment to it will be attached and visible in the Activity Stream.

Other Improvements in Social Network

• Support of the Like button in blogs and forums. Plus/Minus as well as a "Like" counter are supported. You can mark and comment on important content.
• In blogs: upload of images in comments. Images and commentary are displayed in RSS feeds and sent out along with the posts.
• In forums: visual (WYSIWYG) editor and BBCode support. The default regime for the forum editor, whether BBCode or WYSIWYG, can be chosen in the component parameters.
• In forums: posting and other operations now executed using AJAX; no page reload necessary.
• For developers: parsing now uses CTextParser class from the main module.

Project & Task Management 2.0

• Gantt Charts - now you can display all Tasks (or Projects) as progress bars using the Gantt technique directly in your user profile or in a workgroup;
• Integration with Time Management - planning using the Time Management functionality within Tasks;
• Task Management includes a great deal of enhancements and very important improvements, including: Task assignment to several responsible persons, Task copying, Task templates, quick Tasks, reminders and deadline notifications, Task history, and more.
  Watch a brief video!

Gantt Chart view in Tasks

Using the Gantt Chart view, you will be able to see all your current Tasks or the work breakdown of projects as a progress bar. The lines symbolizing individual Tasks are colored corresponding to the Task's status (in progress, overdue, completed). Deadlines are shown for each Tasks and completed Tasks are flagged.

Looking at the diagram, the number of Tasks in a workgroup (Project) and how many are completed, in progress, or overdue is immediately apparent. As an example, a filter could be applied to select a single task with several subtasks and display them all as a diagram like the one above. This is convenient when the number of active Tasks is large and there are several people involved. Using drag-and-drop functionality, you can adjust the timeframe of Tasks by stretching or narrowing the bars on the grid. Other actions can also be performed (close Task, decline, accept, assign other responsible person, etc.) on Tasks and sub-tasks from the Gantt Chart view.

Gantt Chart for Tasks

Tasks used with Time Management

For each task, a calculation for total time spent on the Task by the persons involved. As soon as the responsible person adds the task to his or her daily plan and presses "Start execution", the timer starts. It ends when the Task is marked as completed. The time is then shown in the corresponding column in the table.

Additionally, participants in the Task can add their time spent on the Task by hand - as well as what specific part of the task they worked on. When the Task is listed as completed, all time spent by all participants is totaled (both the automatically counted time from the responsible person, and the hand-entered contributions of participants), and the total time spent is calculated. Tasks can be added to the daily planner from within the Task, from the task list, or from within the daily planner itself.

Time spent on a composite Task

More in Tasks

• Delegation - Tasks can be delegated i.e. re-assigned to other employees and changing the responsible user according to the company's hierarchy;
• Task Copy allow creating a new Task using an existing one as a template;
• Task Reminders - any number of reminders can be set via instant messenger or email. The reminder form lets you create reminders either in relation to the deadline or simply at a chosen time and date;
• Quick Tasks or Subtasks can be created either for short-term purposes, or for quick listing with filling in the details sometime later;
• Task Templates - a set of standard templates are included in the product and new ones can be created in the "My templates" section;
• 'Floating' view allows creation, revision, and editing of tasks can now be done in a viewing panel that 'floats' above the tasks screen much like the intranet's photo viewer;
• "Like" button is now available for comments in Tasks. Task participants can express their opinions concerning small decisions and ideas that come up over the course of Task completion;
• Quick Search is accessible straight from the instrument panel - tasks can be found by name or ID.
• Assigning in Workgroup - new tasks can be added to a workgroup from the task list;
• Tasks can appear in Calendars, and a Task Calendar can be viewed on mobile devices;
• The Task List can be exported to an Excel table, and printed for reporting or other purposes;
• Intranet users can view their Extranet Tasks from within the Intranet, and assign tasks in the Extranet from within the Intranet.
• Read more about Task & Project Management.

Reports for Projects and Personal Tasks

Report Wizard

The new Report Wizard is a useful tool for evaluating efficiency, productivity, and time spent throughout the company. Reports can be created at any level: individual users, workgroups, departments, or sub-departments.

Evaluation criteria can vary from department to department - some departments may need to show the number of tasks accomplished, others the percentage completed with satisfactory results. The Report Wizard allows you to create Reports in a most flexible manner. The Report Wizard also has an API to allow integration with other products, such as HR software or a CRM.

Reports as Feedback Tools

Analysis of reports helps management identify bottlenecks in operations and where work is either of low quality or ineffectual. On the positive side, areas which are productive and efficient can be rewarded and imitated. Reports show real-time data, so users may refer to it to see exactly how many tasks are currently in progress, accepted, or overdue. Users can view their own efficiency reports and thus have access to an objective viewpoint of their actions, or simply find a quick answer to the question, "what have I accomplished this month?" or others. Department heads can view the reports of each member of their department, while regular employees only have access to their own and the department as a whole, if that option is set.

Efficiency report

Creating a new Report

When creating a new report, simply give the report a name, configure it, and it will be added to the list of reports and you'll be able to access it at any time in the future. Configuration includes providing the report period (daily, weekly, monthly, etc.), setting the columns of the report, filter parameters (e.g. responsible person is Smith, priority level is high) - and create the report, clicking on the corresponding button. The Report Wizard gives a preview of the report which allows viewing and adjusting the report. Version 11.0 comes with some ready-made reports (report templates). These reports can be used as they are or they can be adjusted with the report wizard to your specifications. These reports are entitled Employee, Workgroup, and Company (view an example).

Settings available in the Report Wizard

Built-in CRM

(available for BizPace and BizPace Enterprise Editions only)

Flexible assignment of access rights to CRM data among users by means of roles. Use of Business Processes for processing leads and deals (standard or customized BPs). Creation of Tasks directly from the CRM which are recorded as action elements in the CRM. Close integration with calendars, email, and Send&Save technology. Import of vCard format, and import/export of CSV files. Connection of CRM elements to any section or element of infoblocks, extended filters, and other improvements. Watch a brief video!

CRM in Bitrix Intranet

Email Integration

The CRM uses the system's existing Send&Save. Messages between users and recipients are duplicated in the intranet and indexed by the search system. This allows not only the savings of valuable contacts, but also helps to ensure against data loss. Now you can enter data into the CRM via email. Copy emails to the CRM's designated address (for example, crm@cp.company.com) and all correspondence can be appended to elements of the CRM. CRM elements can be created automatically using data from the message (who sent it, recipient, topic, etc.). All correspondence is kept in the events of CRM elements - the message is appended to an element that contains an email address from the email.

Setting up integration of email with Send&Save technology

Import of vCard contacts

Contacts in the CRM can be imported from vCard. By sending an email to the CRM's designated address, the contact is created automatically. All information (all fields) contained in the vCard is imported to the CRM. Below is a working scenario example:

Improved Access Permissions

Version 11.0 has some changes in the system of access permissions, which is especially pertinent for the CRM, since now individual elements of the CRM can be divided among employees of the company. Access can be provided not only to a given element, but to a given element in a certain status.

For example, you have a group called Progress and one of the roles in the group is associate - that role's settings can be set to work with all elements of the CRM in a given status.

Assigning of roles in the CRM

Managing roles in the CRM

Groups, entire departments, or individual users can be assigned particular roles (associate, administrator, supervisor, etc.). These roles can be used to assign access to elements in the CRM.

Bulk Email Messages Elements of the CRM can be selected using a filter and contacts in the filtered results may be sent email. Emails sent by this method are attached to the element as an Event. Email notifications from the CRM can be sent out at various stages of processing.

Mass mailing from CRM

Import of Lists in CSV format It is convenient and easy to import large lists of contacts, companies, leads, or deals. Data in CSV format (e.g. from Excel) can be loaded into the CRM and 'distributed', with CSV columns corresponding to CRM fields. Large CSV files can be imported in this way.

Import from CSV file

Integration with Tasks The CRM now has an interface from which tasks can be created incorporating elements of the CRM. Various elements can be selected from a table using a filter or simply selecting them from a list, and select "Add Task" in the pull-down list of actions at the bottom of the list. Create the task as usual, assigning a responsible person, deadline, observers, etc. Assigned tasks are appended to Actions of the selected CRM elements.

Assigning a task from the CRM

Integration with Search Search in the intranet now covers elements of the CRM. If you enter the name of a lead, deal, etc., the element will appear in the search suggestions. Filters now contain multiple elements, not just one, as before. Search parameters can be adjusted so that elements like telephone number, site, email and company can be selected. Additionally, search queries for these fields use logical operators.

Extended search parameters

Binding to InfoBlock Elements The CRM now supports integration with two custom fields: Binding to infoblock elements and Binding to infoblock sections. This means that a video, document, or expanded description of a case can be bound to an element of the CRM - a company, for instance.

Binding to elements of an infoblock

Business Processes in the CRM

Business Processes can be used for processing leads and deals. To do so, simply choose what business process to deploy from the action button in the element list much like in the document library. The Business Process modeler can be used to create customized BPs for the CRM - execution of some operation, sending email, assign responsibility, create a task, etc.

Inside a business process, the status of the CRM element can be change, fields can be filled in, a new element can be created - a deal, for example.

There are 3 standard Business Processes included in the CRM:

• Transaction execution by stage (for Deals)
• Upsale (for Deals)
• Lead processing (for Leads)

These standard Business Processes are included in the product. They can be modified and new business process can be created using the Business Process Modeler.

Meetings and Briefings

Version 11.0 includes a new service called Meetings and Briefings which helps companies cope with the problems associated with growth. This new tool shortens preparation time for meetings, facilitates the recording of minutes and decisions reached in meetings, and adds transparency to the process of application and execution of those decisions. Meeting participants are divided by roles: Organizers determine the roles of the participants and close the meeting. Presenters give reports or information in the meeting. Secretary keeps the minutes of the meeting.

Agenda / Meeting Plan

All materials pertaining to the meeting are kept in an archive and are accessible in the future for viewing by meeting participants and company management. Each session of a regularly scheduled meeting (weekly, for instance) automatically includes any open or unresolved issues from the previous session, and planning for the next meeting is included in each meeting plan.

How to create a new Meeting An Organizer gives the meeting a title or topic, adds a description, uploads files and, if necessary, lists points which need to be covered. Beyond the short description, each point can be given in detail with attached files and persons responsible to give report and even allot time frames for presentations. The meeting's date, time, and length is entered and participants are invited, a secretary is designated, and a meeting room or place is chosen.

Creating a new Meeting

Minutes By default, the designated secretary keeps the minutes of the meeting. However, any participant may add comments and notes, attaching them to meeting points.		Meeting Continuity Meeting issues over spill over their time limits or get postponed. Functionality in the Meeting service allows these issues to be smoothly transferred to the next meeting without creating them again.
Supervisor Evaluation A supervisor can view all current and completed meetings by department and give an evaluation. What was discussed, what decisions where made, what documents were processed, what tasks were set under each point, who is responsible and what progress has been made up to the moment is visible.		Integration with Tasks Each meeting point can be added to a new task or attached to an existing one. These task and their development are displayed in a report for each point. Any task can be edited directly from this list, for example, a deadline can be adjusted if there is more urgent work to be done.

Document Library

• WebDav now includes a Mozilla Firefox plugin for direct editing of MS Office, OpenOffice and LibreOffice documents;
• New system for assigning access rights for files and folders in WebDav.
• All documents uploaded in WebDav can now be rated using the "Like" button, which also influences the position of the document in Social Search results.

Editing of documents directly through Firefox

Office documents can now be edited through Mozilla Firefox, not just Internet Explorer, as before. MS Office, OpenOffice and LibreOffice documents can be opened and closed without specifying a download location and uploading after editing (supported for both Windows and Mac). A plug-in, included in the product, installs when a document is opened for editing via Firefox for the first time.

When the document is open for editing, it will be locked so that other users will not be able to make conflicting changes. The document library shows which user is editing the document, and when changes are made a new entry in the document's change history is created and the document is 'unlocked'.

New access permission system for files and folders in WebDav

With the new access system incorporated into Bitrix Intranet, public documents can be made available in special folders, Employee Documents and Work Groups in document libraries of individual users or work groups. This makes accessing documents very convenient and reduces the amount of navigation needed to access documents, presentations, videos, and other materials that are for general use.

Public documents

Document Access Rights

In the Documents section of the intranet will now see links to all document libraries to which they have access, including their own documents, those of colleagues, and from intranet and extranet workgroups. By connecting the 'Documents' section as a network drive, an employee can work with documents in the portal just as though they were on his or her desktop.

The Files tab in user profiles is now a truly personal storage section - other employees do not have access to it, but general access to files and folders in that file storage can be granted as desired.

Each workgroup in the portal has exactly the same setup. Documents or whole folders in the group's document library can be opened for general access. In this way, even closed groups can share documents which are no longer confidential, but the documents remain within the framework of the group.

Bitrix Intranet for Mobile Devices

Mobile intranet. Version 11.0 of Bitrix Intranet comes with a mobile edition built on BitrixMobile technology. There are two options - one as a true mobile version - a web application developed for mobile devices (on iPhone, Windows Phone 7, and Android devices) and the other simply using the regular browser on the device to access the web version of the intranet.

From the mobile version, there is very easy access to the activity stream, employee directory, messaging, microblog, and working with documents and tasks. Companies can configure the look and functionality of the mobile intranet, or keep the default version.

Mobile Intranet

Employee Directory

My Tasks

My Messages

Other Product Enhancements

Like Button Social Search Access Rights Idea Management Time Management Change Log

Business Processes Photo Gallery Time Zones Back-end Dashboard Secure Authentication

Presentation in PPTX / in PDF

The "Like" Button

Portal users can recommend documents by pressing the "Like" button. Documents with more 'likes' get a higher rating, which influences its ranking, or placement, in search results. Likewise, employees can use filters to choose all documents which they have 'liked' at some point in the past. "Like" button is now available for comments in Tasks. Task participants can express their opinions concerning small decisions and ideas that come up over the course of Task completion.

"Like" Button in the Document Library

Social Search

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Now you can allow the opinions of your online users to influence search results. IN this way, the most highly rated content will always be at the top of the results list. Users can evaluate content and this evaluation affects the position of the content in search. Evaluation is performed with the new "Like" button on the site. Aside from weighting 'well-liked' content in search results, the system also accounts for 'authority' of the most influential users in the community.

Social Search results

Calculating ratings:

• Rating of content depends on the number of �'Likes' and the 'Weight' of the voters.
• Calculation of the rating occurs each time the Like (or Unlike) button is pressed.
• Who likes the content is also a factor. More influential users drive content rank more than newbies. The system does not only keep a tally of pluses and minuses.
• User weight depends on standing in the community - influence, popularity, activity, etc.
• When the cursor hovers on the star, a list of users who liked the content is given

Grouping of search results

A significant addition to search is the clear marking of the source of each result. Whether a result comes from a blog, forum, or other source is visible immediately.

Other technical advances in search

In addition to the recently developed method for determining result relevance, the system now handles spaces and symbols separating words so that potential results are properly presented. Additionally, search and indexing speed have been improved significantly.

New System for Access Rights

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Version 11 has a new system for access rights, which in some way affects every module and component of the product. First of all, this system affects information blocks, document libraries, and the CRM.

The new system expands assignment of access to practically any element in the system and allows permission to be granted to nearly any entity on the intranet - whole departments, sub-departments, entire workgroups, selected members of workgroups or individual users; furthermore, roles given can qualify the extent of access granted (moderator, owner, observer, responsible person, etc.). Now you can allow write access to a single element of an infoblock (a Word file, for example) not just to a group of users as before, but to any set of users imaginable.

Setting access to an InfoBlock

User Categories

Managing Roles

With this new system of access rights, assignment of access to individual files and folders is much smoother. Documents belonging to workgroups or individual users can be made publicly available by placing them in the User Documents or Workgroup documents folders - accessible from any document library. Details are available in the Document Library section. CRM elements now can be assigned very flexibly and precisely - by role - with the new access permission system. More details are available here.

Idea Management

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A new service and section, Ideas, is included in product for the purpose of exploiting the creative potential of company employees. Any employee can utilize this feature to express an idea to improve operations and let colleagues evaluate the idea. All 'yea' and 'nay' (i.e. '+' or '-') votes are counted and a rating is calculated from the voting.

Idea Management

Time Management

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Daily Planner

Daily Report with Events & Tasks

The look and organization of the daily report and clock-in feature has been updated. At the end of the day, clock-in or clock-out time, tasks performed with time spent and all other feature can be modified from the interface.

The working time report can now be configured to a chosen time interval: daily, weekly, or monthly for employees and for departments. Version 11 comes with a standard weekly report which can be modified to fit your individual needs.

Time management also integrates time spent on specific Tasks - employees can see how much time they spent on each Task and the figures can be adjusted at the end of the day if necessary.

Change Log

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Change log is a convenient way to learn about important changes made in the front-end and back-end of your Intranet: New user / new employee added; Web page changed or added; Menu / Submenu changed or added; File added, changed, edited, moved, or deleted; Section added, changed, edited, moved, or deleted; InfoBlock changes; Changes made in the common Forums, etc. The Change Log is visible to the Intranet administrators or users having acces to the Main Module and to the History Log (view_event_log), as well.

Change Log in Bitrix Intranet

Business Processes

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Integration with tasks and elements in the CRM; Improved visual designer for more convenient work with complex BPs (hide blocks, save repeated actions, and more); Two new BP templates for working with Leads and Deals in the CRM; New BP template for the Intranet: Universal Expense Payment (view the template structure).

Action template in BP modeler

Standard Business Processes are included in all editions of the product. In BizPace and BizPace Enterprise, there is a BP modeler (editor) which allows customization and creation of Business Process.

Photo Gallery interface improvements

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With an improved template detailed images are even easier to view and more attractively presented. Slider - you can scroll through all the photographs in an album and click on the 'preview' to open the photo. Click Enlarge and the image will grow to maximum allowed height. Open the edit panel at the bottom of the screen and you can enlarge, turn, and even delete the image. Details about the image are visible here: author, album, number of views, and date of publishing. Options to change the background to dark or light, leave comments, launch a slide show or view ratings of the image are at your fingertips.

New look and feel of the Photo Gallery

Manual sorting of images is now available in albums. Now you can simply click an image and move it to any place in the album.

Adding images to albums on the site is simplified now thanks to implementation of the new versions of Aurigma Image Uploader (Java/ActiveX) and Aurigma Flash Uploader. Now you can choose (in the component settings of the photo galley) which of these upload services you want to use.

New image uploader

If you the Java/ActiveX uploader inappropriate for any reason - there is an alternative Flash uploader. This allows you to see the contents of folders on a disk, choose the images you desire, and drag them into the upload window and send them to the site with one click. All browsers and operating systems are supported by this function.

New image uploader

Automatic Time Zones

With Version 11.0, you can offer each users a choice of time zones, or simply engage the automatic option to set the users' time zones according to their local settings. When the time zone is set, all dates and times in news, comments, blog and forum posts, orders made, etc. will be shown relative to the time zone of the user.

Time zone setting for an individual user

Server Time Zone settings

Enabling Time Zones: Enable time zones in the new Time Zones section of the settings of the Main Module. Specific steps for engaging time zones: Allow use of time zones for users By default, the system will find the correct time zone using the user's browser settings The default time zone can be selected from the list.

Additional Time Zone settings

For site owners, there is the option to choose the default time zone, rather than using the settings of a user. Furthermore, is it possible to choose any (or all) individual user's time zone from a list.

Time zone settings can account for situations such as:

• E-commerce: a customer can see, in local time, order processing and shipping information.
• Technical support: a user in Cologne doesn't need to calculate how long he will have to wait for an answer from service agents in San Francisco.
• Daylight saving. Time zones reflect time changes where applicable.

Back-end Dashboard

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The Control Panel in the product's back end now has personalized desktops where chosen gadgets can be arranged as needed. Additionally, 'Control Panel only' searches can be performed.

Gadgets for the Control Panel: Personal gadgets - with personal items (notices, commonly used links, etc.) can be set into the desktop External services - services which draw information from the Internet (RSS feeds, Google gadgets, weather forecasts) Settings - gadgets in the "Settings" section of the Control Panel (system information, performance monitor, ,navigation, Proactive Protection)

Back-end Dashboard

Developers can create their own gadgets and add them to the desktop. For example, a gadget showing a list of the most recent orders, company news, or recently modified documents, etc. Watch a brief video!

Live back-end search:

In the header in the back end, there is now a search box which exclusively searches the administrative section. Instant suggestions let you navigate to the needed place in the Administrative menu (always displayed on the left). It is important to note that it is not important how many sections or branches the menu contains. For example, if you type 'protection' in the search box, search will look for this word in menu items where this phrase appears. As a result, you will quickly be able to open that section of the menu, for example the Proactive Protection section. Watch a brief video!

Back-end search results

Secure Authorization

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Version 11.0 provides secure authentication without SSL by using an RSA algorithm with a 1024-bit key. Passwords from a login form are sent to the server in encoded form which can't be decrypted. The feature is browser and protocol independent. It is important to note that this is not a replacement of SSL, but does provide a secure solution in some of the least secure environments.

What are the possible threats?

When a user is in a café, shopping mall, airport or other unsecure location, access via WiFi network presents malicious people the opportunity to intercept passwords and use them for their own purposes. The new secure authentication technology in the Site Manager platform protects from password theft even in the absence of SSL. The best remedy against such theft is use of SSL, but since many site owners do not choose to incorporate SSL into their sites, this option offers a significant step up in security.

Always-secure Authentication

Key generation

Secure authentication:

• Closed and open keys (generated at the server)
• Encryption of the password in the browser with a RSA 1024 key
• Transfer of data via encrypted channel
• Encrypted password decoded at server

How to enable?

Secure authentication is engaged in the Control Panel in the settings of the Main Module. After secure authentication is engaged, the passwords of all users will be encrypted.

Activating Secure Authentication

• Choose the "Transfer password in encrypted form" option.
• Press the "generated key" button.

The login form for your site will now display a lock. This means that Secure Authentication is activated, and all passwords will be transferred securely.