Regular and External Users on Business and Enterprise accounts can use Effort Allocation. This is an experimental feature from Wrike Labs and, as a result, it: may have bugs, is subject to change, or may be discontinued at any time. Please feel free to use the feedback links on Wrike Labs to share your feedback about this feature.
- Enable Effort Allocation
- Effort Allocation on the Table View
- Effort Allocation on the Workload View
Effort Allocation works with Wrike’s Custom Fields feature and it allows you to indicate how much of an assignee’s day a task is going to take. Quickly add Effort Allocation data from the Table View and then switch to the Workload View to get a clearer picture of how much work everyone has on their plate.
In order to add the Effort Allocation field to a Folder or Project you must enable the feature from Wrike Labs. However, if you add the Effort Allocation field to a Folder or Project, then other users are able to see the field as long as they have access to the Folder/Project where you added it (even if they have not enabled Effort Allocation in labs themselves).
- Visit Wrike’s labs page.
- Scroll down to “Task-based Resource Allocation”.
- Check the box next to “Enable”.
Please note, Collaborators cannot access the Workload View. If the field is shared with them, Collaborators can view Effort Allocation fields from the Table and Task Views but are not able to add or edit data.
After Effort Allocation is enabled a user can:
- Select the Folder or Project where you would like to turn on Effort Allocation.
- Switch to the Table View.
- Click the “+ column” button on the right-hand side of the table.
- From the bottom of the pop-up that appears, select "Allocated hours" or “Allocation” (listed under the heading ‘Beta’). Use "Allocated hours" to enter effort in hours, or "Allocation" to enter effort as a percentage of the workday.
Once Effort Allocation data is entered, it is visible on the Workload View.
When you switch to the Workload View, you will see Effort Allocation data displayed in hours underneath each task. If someone has multiple tasks scheduled for one day, Wrike automatically adds how much effort is required for that day (based on the data you entered in the allocation field) and displays a total of how much effort is required per person per day.
Wrike uses a color coding system to show how busy a person is. For users whose daily effort is:
- 8 hours or less: no background color is applied.
- 8+ hours - 12 hours: a light orange background is applied.
- 12+ hours - 16 hours: a medium orange background is applied.
- 16+ hours: a dark orange background is applied.
Please note, in order for tasks (with effort assigned) to be visible in the Workload View, they must be assigned to someone and be scheduled for a day or range of days.
What happens if a task is scheduled for more than one day?
If a task is scheduled for a period of multiple days, then the full effort (regardless if entered in hours or percentage) is assigned to each day that the task spans. For example, if a task is scheduled for October 14th - October 17th and it has a 50% effort allocation, then the 50% effort requirement is applied to each day in that time period.
What happens if I enable Effort Allocation but don’t assign effort to a particular task?
If a task is assigned to someone, and has dates scheduled, but no effort allocation has been added:
- If the task is scheduled for one day (or multiple days) then that task is assigned 100% effort (or 8 hours) by default.
- If the task is scheduled for a single day and has a duration of less than eight hours, then the effort calculated for that task depends on the task’s time duration as a percentage of the 8-hour work day. For example, a task with a duration of three hours is assigned 38% effort.
What happens if a task is assigned to more than one person?
If there are multiple assignees listed for a task, then the task is shown in every assignees workload row and the full value of the task’s effort is counted towards each person’s availability.