Default vs. Custom Workflows
Workflows in Wrike help you manage tasks and projects by organizing their statuses. A workflow includes a set of statuses that reflect the lifecycle of a task or project. The default workflow is available to all users, while admins on Business and Enterprise accounts can create custom workflows. Note that in Enterprise accounts, this ability may be restricted to certain admins.
Understanding Task Statuses:
Task statuses represent the various stages a task or project can go through. Each workflow in Wrike is composed of four groups:
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Active: Represents tasks that are currently being worked on.
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Completed: Indicates tasks that have been finished.
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Deferred: Used for tasks that are postponed or on hold.
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Canceled: For tasks that are no longer needed.
The default workflow exists in all Wrike accounts. Admins on Business and Enterprise accounts can edit the default workflow, however:
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There must be at least one status in each category of the default workflow. As a result, the first status in a group can be edited but can't be removed (or moved within the workflow).
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If you delete a custom workflow or status, tasks currently in that status (or in the statuses of the deleted workflow) remain in the status, but you can't apply these statuses to additional tasks or filter by deleted statuses thereafter.
Create custom workflows and statuses to apply to tasks and projects. These can specify who should be added as an assignee if an item has a particular status. Create a new workflow to meet your team’s needs, and add statuses within that workflow that reflect the typical states your tasks or projects go through.
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Each Business and Enterprise account can have a maximum of 200 workflows, but there's no limit to the number of statuses that you can have within a workflow.
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You don't need to add statuses to the Deferred and Cancelled groups of custom workflows, but there must be at least one status in the Active and Completed groups.
When using workflows:
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When using the unedited Default Workflow, all new tasks are automatically assigned with the New status. If a custom workflow is applied, tasks are assigned with the first status listed within the active group of that custom workflow.
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In custom and default workflows, deferred and cancelled tasks don't show up on task To-Do emails or overdue widgets on your dashboard.
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In custom and default workflows, a task can only have one status at a time.