⏱ 7 min read
- Important Information
- Import XLS Files to Wrike
- Format XLS Files for Import to Wrike
- Add Data to XLS files
- Export XLS Files from Wrike
Wrike works with XLS files in two ways: you can export Folder and task data from Wrike to an XLS file or import Folder and task data from XLS files into Wrike.
- If you format text in the description cells of your XLS document, that formatting will not be preserved when you import the XLS document to Wrike.
- Attachments and comments are not exported to Excel.
Before importing, please make sure that there aren’t any formulas in your Excel file.
To import data from Excel:
- Create a new Microsoft Office Excel file (.xls or .xlsx).
- Format and add data to your spreadsheet. Details on how to do this below.
- When your Excel file is ready, open Wrike. From the Folder tree, select the Folder where you want to import your data 1. Click on the Folder’s menu button 2, hover over “Import” 3, and select “Excel”.
4. Press “Choose file” 1 in the pop-up box that appears and then select the file that you want to import. Once you select your file click “Next” 2. If you have names listed in the “assigned to” column you will be asked to associate users from your Wrike contact book with the names indicated in the “Assigned To” column of the spreadsheet 3. Click “next” again 4 and you will be asked to refresh your page. Click “yes” 5.
The information from your XLS file is now in Wrike!
In order for you to be able to import data from Excel to Wrike, the XLS file must be formatted correctly. There are two ways to get a formatted XLS file:
Download a Sample XLS File (already formatted)
- Select a Folder from the Folder tree. 1
- Click the Folder’s menu button. 2
- Hover over import and select “Excel”. 3
- From the pop-up that appears click “download a sample Excel file”. 4
Manually Format an XLS File
- Open a new Excel spreadsheet.
- In the first row, use the following terms as column headers: key, parent task, title, status, priority, assigned to, start date, duration, end date, depends on, start date constraint, and description. Required headers are: key, title, status, priority, assigned to, start date, duration, end date, depends on, and description. 1
Remember to add a key number for each new row. 2
For Business and Enterprise users: to add Custom Statuses via Excel you should add a "workflow" column to the left of the "status" column and a "custom status" column to the right of the "status" column.
Right from your XLS file you can:
- Create a Folder or Project
- Create a Subfolder
- Create a Task
- Create a Milestone Task
- Include a Task in Several Folders
- Create Subtasks
- Add a Task Description
- Add a Task Status
- Create a Dependency
Please remember, each row that you add should have a unique number in the “Key” column.
- Go to the “Title” column (in an empty row) and type in what you want your Folder or Project to be named.
- Include slashes before and after the Folder/Project name. For example: /folder name/. 1
- For Projects: specify a Project status in the "Status" column.
Click on a new row and in the “Title” column, type the parent Folders name (with slashes before and after the name), and then type what you want your Subfolder to be called. For example: /folder name/subfolder name. 2
Adding a task through Excel is easy: just enter the task’s title in the “Title” column. Then use the other columns to enter any additional information you would like to specify about the task 3. If you would like to create your task within a Folder: first create the Folder, then add the task in a row immediately below the Folder's row.
Enter the task’s title in the “Title” column. Add a date in the "End Date" column, but leave the "Start Date" column empty. Then use the other columns to enter any additional information you would like to specify about the task.
To include a task in several Folders, begin by adding your task to one Folder. Then, to include the task in an additional Folder, simply copy the row with the task information (including the key number) and paste it underneath another Folder. 1
Add data as you would for a normal task and then add the parent task's name in the "Parent Task" column. The parent task must appear in the file before the subtask. 2
Add your description in the “Description” field. Data entered there is added to the description section of the task in Wrike 3.
Add a status to a task by typing one of the default statuses (active, completed, deferred, or cancelled) in a task’s “Status” column 1.
Business and Enterprise users have the option to add a Custom Status to a task. First, go to the task row where you would like to add the custom status, type in the Custom Workflow’s name in the “Workflow” column 2 and then type the desired status in the “Custom Status ” column 3. If the Custom Status or Workflow cannot be found, then a status from the default workflow is used.
A dependency between two tasks can be created by using the “Depends On” column 1. Go to the row of the task where you would like to add a dependency and, in the “Depends On” column, enter the key of the task 2 which you want to create a dependency with. In the same cell (without adding any spaces) add one of our dependency codes 3. For example your “Depends On” cell might look like this: 22SS. If you want to add several tasks in the "Depends On" cell, separate them with a comma and space, for example: 22SS, 32FS. Lastly, add start and end dates for the task (or only an end date if the task is a Milestone).
Accepted dependency codes:
- FS – the dependent task starts when the predecessor task finishes
- SS – the dependent task starts when the predecessor task starts
- FF – the dependent task finishes when the predecessor task finishes
- SF – the dependent task finishes when the predecessor task starts
Please note, upon import to Wrike, dependent tasks are automatically rescheduled to start as early as possible without breaking the dependencies. However, you can delay some dependent tasks by specifying their preferred start dates in the start date constraints column.
You can export all of your tasks and subtasks with their statuses, priorities, dependencies, assignees, start and due dates, duration and time log entries to an Excel file.
Export Tasks from a Specific Folder
- From the left-hand navigation panel, select the folder that you would like to export. 1
- Click on the menu button in the top-right corner 2, hover over “Export”, and then select “Excel”. 3
- A pop-up will appear where you can choose how data should be exported. Select one of the options and then click “Export”.
- If you export from the Table View, you have the options to: export data as it appears in the current view, export only filtered tasks, or export all tasks that are shared with you (in the folder).
- If you export from the List View or Gantt Chart, you have the options to: export only filtered tasks, or export all tasks that are shared with you (in the folder).
4. The export is carried out and you can click on the download link at the bottom of the screen to download your file.
5. Your file is downloaded to the default location for all the downloaded files on your computer.
Export Tasks from the Account
You can export tasks from your entire account* by clicking on the account name (if you have one account you will see the word “all” instead of the account name) or on the Projects tab (both are in the left-hand Navigation panel). Next, perform steps 2-4 described above.
*Please note, although you can export tasks by selecting the main account Folder, you will only be able to export tasks that are shared with you.