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Workflows in Wrike

Table 1. Availability - Legacy plans


Overview

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:

  • Account-wide workflows: can be created and managed only by account admins and are available to all users in the account to use.

  • Space workflows: can be created by a space admin directly from space settings and used by all users within one space.

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 10 workflows per space.

Default vs. custom workflows

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:

  • You can select the precise order of how the work on items should be performed (using fixed workflow transitions)

  • Add approvals upon a status change

  • Assign items to the right person upon the status change

Note

On Enterprise Standard 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).

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