⏱ 6 min read
- Projects vs. Folders
- Create a Project
- Project Attributes
- Projects on the Gantt Chart
- More Resources
Projects are one of the main ways to organize, manage, and report on work within Wrike. Use Projects to manage a group of tasks that are part of a larger goal. Projects enable you to track status and due dates separately from your tasks while adding information directly to the Project itself: Project Owner, Start Date, End Dates, Custom Fields, plus any attachments or conversations that the project team will want to access.
Quick Tip! Check out our article on Archiving for information on how to archive Projects.
Quick details below, but check our page Building Blocks: Tasks, Folders, and Projects for more detailed information on when to use each item.
- Use Folders to categorize work. For example, Folders can be used to group Projects and Tasks by team, by client, by stage of work or however fits your team best. Folders can contain Subfolders, Projects, and Tasks.
- Use Projects to manage a group of tasks that are part of a larger goal. With Projects, you can track the status and due dates of the project separately from the individual tasks, and can store files and notes that need to be accessible to the project team.
- Tasks are the activities you need to complete. Tasks can be stand alone activities or part of a larger project.
- Finally, Subtasks are the steps you need to take to complete a task. Subtasks are particularly useful if different people are responsible for each step.
Create a New Project
- Enter your Project’s name.
Convert a Folder into a Project
- Right click on a Folder from the Folder tree in the left-hand Navigation panel.
- Select “Turn into Project” from the left-hand Navigation panel.
You can access and edit a Project’s properties from the Project info. Just select a Project from the Project tree 1 and a panel with the Project’s information 2 automatically appears.
From here you will be able to view and edit the Project’s:
The Owners 1 attribute allows you to clearly indicate the person or people that are responsible for a Project. To add a Project owner, click on “+ Add user” 2 next to the “Owners” field. Begin typing the name of the user you want to add and then select their name from the dropdown when it appears 3. When you add someone as a Project owner:
- The Project is shared with the user (if it was not previously shared with them).
- They receive an email notification about the change (depending on their email notification settings).
- A note is added to the Project's Activity Stream.
- The user's profile image appears in the owner’s field.
Use Project statuses 1 to indicate how your project is progressing. As your project advances, change its status to one of the available six options 2:
- Green: the project is on track and will finish on time.
- Yellow: minor setbacks, the project deadline may be affected.
- Red: the project is behind schedule, the deadline will be missed.
- On-hold: the project is on-hold.
- Cancelled: the project has been cancelled.
- Completed: the project has been completed.
To select a status: hover over the status field, click the dropdown arrow that appears, and then select one of the status options. The status you choose will display in the status field and a thin bar, in a corresponding color, will appear across the top of the Project info panel.
Tip: Filter out completed and cancelled Projects so they don't clutter your Folder tree.
Help keep your team on the same page by setting a start date 3 for your Project. To add a start date: click in the field next to “Start Date” and then enter a date.
Signal when a project needs to be completed by. To add an end date 4 click in the field next to “Finish Date” and enter a date.
Use the description and comment sections to easily share information with your team and stay up to date with your project’s progress. The description field is a live editor where you can work on and update key project information, while the comment section is a great place to ask questions or get the attention of a specific teammate by tagging them in a comment.
A Project's workflow 1 determines the default workflow for all new tasks created in the Project. All users on Free and Professional accounts will use the default workflow, but Business and Enterprise users can change from the default to one of their Custom Workflows. To change a Project’s workflow, just click the dropdown arrow next to “Default Workflow” and select the workflow that you want to make the default for that Project.
Attach files 2 directly to a Project to make them easy to find and access. To attach a file, click on “Attach files” and then select where you would like to attach your file from (from your computer or from one of the supported cloud platforms). A pop-up will appear 3 from where you can select the file you would like to attach. Attachments are a great feature and you can delve deeper into what you can do with file attachments.
Like Folders and tasks, Projects can be private or shared with others. You can view and edit share settings by clicking on the share icon 4 in the Project info panel. At the top of the menu that appears you can see who the Project is currently shared with and underneath is a search box and dropdown where you can share the Project with more users. Read more detailed information on how to share a project. If you need to you can also stop sharing a Project.
Switching to the Gantt Chart 1 can help you visualize how your project and its tasks are scheduled.
- To appear on the timeline portion of the Gantt Chart, Projects must contain at least one task with scheduled start and end dates (or a milestone task).
- To view all Projects shared with you on the Gantt Chart, click the account name in the Folder tree.
How Projects appear on the Gantt Chart
- The Project’s title is visible on the Gantt Chart and the Project icon 2 appears to the left of the Project’s name.
- Scheduled tasks are displayed underneath the Project’s title.
- A bracket, designating the Project's time span*, appears underneath the Project’s title 3. The bracket’s color corresponds with the Project’s status.
*If the Project has start and end dates scheduled, then the bracket spans from the Project’s start date to its end date (regardless of when task's within the Project are scheduled). If the Project does not have start and end dates scheduled, then the bracket spans from the earliest start date to the latest end date of tasks within the Project.
Details regarding how tasks and Subfolders appear in the Gantt Chart can be found here.
Join Ask the Expert sessions to learn and, more importantly, ask questions. If you're thinking about Projects this session may be helpful for you: