Workflows in Wrike
In Wrike, you can track tasks and projects using default or custom workflows. On Business and higher plans, you can create custom workflows at the account or space level. Only admins, space admins and account owners can edit or delete workflows. You can manage multiple workflows, but you can’t delete or rename the default workflow.
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Availability: Legacy Business, Legacy Enterprise.; Unavailability: Legacy Free, Legacy Professional.; |
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Availability: Team, Business, Enterprise, Pinnacle. ; Unavailability: Free; |
Statuses reflect the typical states an item can be in over its lifecycle. In Wrike, you can use a default workflow or create a new custom workflow to meet your team’s needs and add statuses within that workflow that reflect the typical states your tasks, projects, or items go through.
Note
Default workflows are available to all users on all Wrike plans. Custom workflows are available for all users on Business and higher accounts.
There are two types of custom workflows in Wrike:
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Account-wide Workflows: Account admins can create and update these workflows under the Account Management section. The Workflows tab shows a list of all account workflows in a tabular format. You can search, sort, and group workflows, as well as enable fields and create new account workflows.
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Space Workflows: apply to tasks and projects created within a specific space. Space admins can create them directly from the space settings, and they are available for all users within that space. Space workflows are shown as a list of all space workflows within that space in a tabular format. You can search, sort, and group workflows, as well as enable fields and create new space workflows.
Note
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. For space workflows, there is a limit of 20 workflows per space.
Default workflow is an account-wide workflow available to all users on all accounts. Account owners and admins on Business and higher accounts can make changes to the default workflow, however, this workflow can't be deleted or renamed.
Important
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).
Custom workflows are available on Business and higher accounts. These are the workflows created by account admins or owners, or, in the case of space workflows by space admins and tailored to your team's needs.
With the use of custom workflows you can add automation to your processes:
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You can select the precise order of how the work on items should be performed (using fixed workflow transitions)
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Add approvals upon a status change
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Assign items to the right person upon the status change
Note
On Enterprise and Pinnacle accounts the permission to manage account-wide workflows can be disabled for some admins (however, admins without this permission enabled will still be able to create and manage space workflows).
You can manage multiple workflows at once using mass actions in the workflow management table.
Space Level
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Open the space where you want to manage workflows.
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Click the gear icon next to the Space overview tab to open Space settings, then select Workflows from the menu.
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In the menu, hover over each workflow.
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Select the checkboxes next to the workflows you want to select.
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Use Select all to choose every workflow at once.
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Click Unselect all to clear all selections.
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Click the Delete button in the toolbar to remove the selected workflows.
Review the warning message in the dialog box, then confirm if you want to proceed.
Account Level
Note
Only admins and account owners can delete or modify Workflows at the account level.
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Click your profile image in the upper left corner.
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Select Settings, then choose Workflows under Account management.
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In the menu, hover over each workflow.
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Select the checkboxes next to the workflows you want to choose.
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Use Select all to choose every workflow at once.
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Click Unselect all to clear all selections.
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Click the Delete button in the toolbar to remove the selected workflows.
Review the warning message in the dialog box, then confirm if you want to proceed.
Note
You can’t delete or rename the default workflow.
Tip
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To select all workflows at once, you can also click the checkbox at the top of the serial number column.
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You can delete up to 100 workflows at a time. It’s not possible to delete more than 100 workflows at once.
Wrike provides you a range of information on workflows to help you track, organize, and understand your workflows.
You can show or hide these columns by enabling/disabling the toggle button under the Fields option.
The data points are:
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Added to: Lists all spaces where this workflow is currently applied.
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Author: Shows who created the workflow.
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Belongs to: shows where the workflow is created - either in a space or at the account level.
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Created date: Shows when the item was created. This helps you track how long it’s been in your workflow.
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Description: A user-added field where you can enter your own details or summary of the workflow.
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Last edited by: Displays the name of the person who most recently made changes to the workflow settings.
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Last edited date: Shows when the workflow status was last updated.
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Last status change by: Displays the name of the person who last updated the status.
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Last status change date: Shows the date of the most recent status change.
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Status changes total: Displays the number of times the workflow status has been updated since its creation. For space-level workflows, the count reflects status changes within that space only, while for account-level workflows, it includes status changes across the entire account.
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Status changes this month: Shows how many status changes occurred in the current month. This helps you spot trends or recent activity.
Note
For existing accounts, retrospective data is available starting from 2024.
For readability, this data point may appear under slightly different names depending on the feature.