How to Set Up Tasks from Emails in Bitrix24

Setting Up Automatic Task Creation from Incoming Emails in Bitrix24 On-Premise Portal

Automatic task creation from incoming emails in Bitrix24 on-premise portal can be configured using several methods: setting up robots, using applications from developers, or configuring webhooks. In the on-premise version, this functionality is available through the “Robots” section or through special applications that integrate mail events with task creation.

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Table of Contents

• Main Methods for Automatic Task Creation
• Setting Up Robots for Task Creation
• Using Applications from Developers
• Setting Up Mailboxes and Integration
• Alternative Solutions and Recommendations
• Testing and Troubleshooting
• Conclusion

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Main Methods for Automatic Task Creation

In Bitrix24 on-premise version, there are several ways to set up automatic task creation from incoming emails:

1. Robots and triggers - built-in portal automation mechanism
2. Applications from developers - third-party solutions extending functionality
3. Webhooks - software integration with external systems
4. Mail templates and rules - setting up email processing based on specific criteria

The most accessible method for regular users is setting up robots, which doesn’t require programming and is available in the standard on-premise version functionality.

Important: In the on-premise version of Bitrix24, some cloud features may be unavailable, so for task automation from emails, local robots or applications are most commonly used.

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Setting Up Robots for Task Creation

To set up automatic task creation through robots in Bitrix24 on-premise version, follow these steps:

Step-by-step instructions:

1. Go to the “Tasks and Projects” section

   • In the portal’s top menu, select “Tasks and Projects”
   • Click the “Robots” button in the top right corner

2. Create a new robot

   • Click “Add robot”
   • Select the event type “Receiving mail” or “Mailbox change”

3. Set up trigger conditions

   • Specify the mailbox whose emails will be processed
   • Set up filters for email subjects or content if necessary

4. Select the “Create task” action

   • Specify the person responsible for the task
   • Configure task parameters: title, description, deadlines
   • You can link the task to a deal or contact

5. Save the robot settings

   • Verify that all conditions are filled in correctly
   • Activate the robot

Note: According to information from the official documentation, robots in Bitrix24 tasks are automatic actions that are performed within the corporate portal without the need for manual intervention.

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Using Applications from Developers

If built-in robots are insufficient, you can use special applications from the Bitrix24 marketplace. The most popular solution is the “Auto-task from email” application by developer “MCArt”.

Application features:

• Automatic creation of smart process elements from incoming emails
• Setting execution time for created tasks
• Selection of specific funnel for email processing
• Flexible configuration of fields for created tasks

How to install the application:

1. Go to the “Applications” section in Bitrix24
2. Find the “Auto-task from email” application
3. Click “Install”
4. Configure the application’s work parameters according to your requirements

As specified in the application description, after setup, elements of smart processes will be automatically created from incoming emails with the specified parameters.

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Setting Up Mailboxes and Integration

For proper operation of automatic task creation, mailboxes must be configured correctly:

Mailbox requirements:

1. External mail server

   • Create a separate mailbox for processing incoming emails
   • Configure email routing to the Bitrix24 server

2. Service mailbox in the portal

   • Add the created mailbox to Bitrix24
   • Set up access rights for email processing

3. Filter configuration

   • Set up filters for automatic email sorting
   • Specify email processing rules based on their content

According to the setup instructions, the process begins with creating a mailbox on an external server, after which a service mailbox is created in the Bitrix24 portal.

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Alternative Solutions and Recommendations

Using webhooks

For advanced users, setting up webhooks for automatic task creation is available. This method uses the tasks.task.add method and allows programmatic control over task creation.

Advantages:

• Complete flexibility in configuration
• Ability to integrate with external systems
• Support for complex business processes

Disadvantages:

• Requires programming knowledge
• Need to maintain your own code

Regular tasks

If you need to create tasks on a schedule, you can use the regular tasks functionality in Bitrix24:

1. Create a task template
2. Set up recurrence (weekly, monthly, etc.)
3. Specify the time for automatic task assignment

As noted in the article about working with tasks, for regular tasks, you need to select “Recurrence” in the “Additional” field, mark “Make task regular” and fill in the time parameters.

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Testing and Troubleshooting

Problem diagnosis:

1. Check robot logs

   • In the “Robots” section, view the execution history
   • Pay attention to errors when processing emails

2. Check mail settings

   • Ensure the mailbox is correctly connected
   • Verify email routing settings

3. Testing

   • Send a test email to the configured mailbox
   • Verify that the task was created automatically

Common problems and solutions:

• Tasks are not being created - check the robot trigger conditions
• Incorrect responsible person - set up user binding to email addresses
• Emails are not being processed - check mailbox and filter settings

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Conclusion

Automatic task creation from incoming emails in Bitrix24 on-premise portal is implemented through several approaches:

1. Primary method - setting up built-in robots in the “Tasks and Projects” section, which is available in the standard on-premise version functionality.

2. Extended capabilities - using applications from developers, such as “Auto-task from email,” for more flexible process configuration.

3. Programmatic integration - setting up webhooks to create tasks through the Bitrix24 API.

Implementation recommendations:

• Start with basic robot configuration to test functionality
• Expand capabilities through applications if necessary
• Regularly check system operation and configure filters for accurate task recognition

Properly configured task automation from emails will significantly increase your team’s efficiency by reducing time on manual task creation and distribution.

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Sources

1. Setting up automatic tasks and deals in Bitrix24 robots
2. Robots and triggers: how to automate task management
3. Bitrix24: automatic task creation from email
4. Auto-task from email application
5. Bitrix24: setting up robots in CRM
6. Bitrix24 automation: setting up robots and triggers
7. Email processing in Bitrix24 in 2025: setup instructions