CRM/ERP
Minutes workflow
Generation, sending, follow-up and filing of minutes automated in the CRM, with automatic reminders and the status of every case at a glance.
Tools
- Bitrix24
- Document generation
- Digital certificate signing
Illustrated with fictitious data. Real project. Screenshots and examples use fictitious data: no client data or business figures are shown.
Situation
Minutes were drafted, sent and tracked by hand. Finding out which ones had come back signed meant searching through email.
Solution
A complete workflow in the CRM: the minutes are generated from the case and sent to the company. From there, the client's response decides the path: if they return them signed, the system detects it and files them automatically; if they ask us to sign with a digital certificate, the workflow branches to that signature; and if they do not reply, the automation sends two reminders and, if there is still no answer, alerts the lead consultant to call them.
Result
The status of every case visible at a glance, and no more manual follow-up by email.
How it works
Minutes generated
The document is created from the case, with its data.
Sent to the company
Decision point
How does the client respond?
Returns them signed
The system detects it and moves straight to filing.
Asks for certificate signing
The workflow branches to digital certificate signing.
No reply
Two automatic reminders and, if there is still no answer, an alert for the consultant to call.
Automatic filing
The signed minutes are stored in the right place with no manual step.
Status visible in the case
Demo
Recreates the full workflow, from document generation to filing, with fictitious companies and minutes.
Generate a set of minutes and send them. Then choose what the client does: return them signed, ask us to sign with a certificate, or not reply.
Fictitious companies and data- Generated
- 1
- Awaiting reply
- 1
- Certificate signing
- 1
- Filed
- 1
New minutes
Automatic activity
What the system does on its own will appear here.
Generated document
Filled in automatically with the case data
MINUTES OF THE EXTRAORDINARY GENERAL MEETING
Transportes Muestra, S.A.
At the registered office, on 30 June 2026, the members of Transportes Muestra, S.A. meet, with the entire share capital present.
The following resolutions are passed unanimously:
- Transfer of the registered office within the same municipality.
- Amendment of the article of association concerning the registered office.
There being no further business, the meeting is closed.
Pending signature by the company (signed document or digital certificate)
Status of the minutes
Generated1
Transportes Muestra, S.A.
Extraordinary general meeting
Awaiting reply1
Panadería Ficticia, S.L.
Sole member decisions
Day 7 with no reply
1 reminder(s) sent
Client response:
→ the 2nd reminder will be sent (day 14)
Certificate signing1
Talleres Demo, S.L.
Ordinary general meeting
The client asked us to sign with a digital certificate
Filed1
Conservas Ejemplo, S.L.
Ordinary general meeting
Returned signed by the client
Expedientes/Conservas-Ejemplo/Actas/2026/2026-06-15_junta-ordinaria.pdf
A recreation of the workflow with made-up companies and documents; reminder deadlines are examples. In the real system, every step was logged in the CRM case.