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Building Blocks: Tasks, Folders, Projects and Spaces

Regular and External Users on all account types can create Tasks, Folders, Projects and Spaces. Collaborators can view items that are shared with them. 

⏱ 2.5 min read

Overview

Tasks, Folders, Projects and Spaces are the main building blocks in Wrike and you use them to keep track of and organize your work. Below you'll find a description of each item and some best practices around when to use them.

For tips on how to organize your Folder tree, check out our Create a Folder Structure page. 

Tasks

Think of tasks as similar to items on a to-do list: they keep track of action items that need to be completed. To keep things organized, you can add tasks to Folders, Projects or Spaces. In addition to being a way to keep track of work that needs to be done, tasks have powerful attributes which help you get your work done:

  • Collaborate with your teammates using the live editor.
  • Communicate with your teammates through comments.
  • Assign tasks to team members to create a sense of ownership.
  • View project progress as your team members mark tasks complete.
  • Add start and end dates, and switch to the Gantt Chart, to plan a project's schedule or to see how a project is progressing.

When to Use Tasks

Use tasks when you need to:

  • Plan all the necessary steps to complete a project.
  • Visualize individual steps on a Gantt Chart.
  • Store detailed information about processes, how-tos, or notes.

Tasks.png

Folders

Folders are for containing and organizing data. Add tasks to Folders to keep related information in one place or build out your Workspace’s organizational structure and make it easy to find and share information. Unlike Tasks and Projects, Folders are not actionable items and they do not have their own set of attributes.

When to Use Folders

Use Folders to:

  • Organize your Folder tree in the Workspace’s left-hand Navigation panel. Create a structure which makes it easy to find and save information.
  • Group together related tasks such as: meeting agendas, notes, to-do items, issues or risks, or adhoc requests.
  • Add tags to tasks. This allows you to keep one task in multiple Folders and makes it easier for teams to find information and understand how things fit within the structure.  

Folders.png

Projects

Projects help contain and organize tasks (similar to Folders) but Projects also have attributes which help with reporting and tracking project progress. Project attributes include:  

  • Status
  • Start and Finish Dates
  • Owner

When to Use Projects

Use Projects when you need to:

  • Report on project information using Wrike Reports. Project reports help you get a high-level overview of how things are progressing.
  • Add start or finish dates to the Project itself vs. just to individual tasks.
  • Run a key initiative and you want to track the project status. 

Projects.png

Spaces

Spaces help to organize folders and projects in your Wrike account.

Each Space within a Wrike account can have a different set of admins.

When to Use Spaces

Use Spaces to:

  • Organize your Wrike hierarchy according to your company structure. You can create a public or private Space for each department.
  • Save external and internal links as Bookmarks for every Space member to use.
  • Organize and manage your own work in the Personal Space.
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