⏱ 5 min read
- Wrike Overview
- Navigate the Workspace
- Basic Structures
- Basic Concepts: Sharing and Following
- Setup Email Notifications
- Keep Track of Work: Dashboards, Inbox
- Get Started
Wrike helps you organize and track your work, collaborate with others, and report on what's been done.
What you see in Wrike depends on what’s been shared with you. If your team is new to Wrike, your Workspace (what you see when you login to Wrike) may be empty. If your team has already started using Wrike and has created (and shared) Tasks, Folders, and Projects with you, then you may see information in the Workspace from the start.
Tasks, Folders, and Projects are Wrike’s building blocks. You use them to organize work, keep track of action items, and collaborate with your team.
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: add tasks to Folders or Projects. In addition to being a way to keep track of work that needs to be done, tasks have powerful attributes (like status, assignee, and due dates) which help you get your work done.
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.
Projects help contain and organize tasks (similar to Folders) but Projects also have attributes (status, owner, due dates) which help with reporting and tracking project progress.
Compare Tasks, Folders, and Projects
Sharing gives users access to Tasks, Folders and Projects. You can only see the items that are shared with you. If something is not shared with you, it does not appear in your Workspace.
How it Works
- Items created in the root Folder (account level) are private. Anything created in the root Folder is private and remains private until shared with someone or moved into a shared Task, Folder, or Project.
- Sharing is inherited (passed on) from the top down. If a Task, Folder, or Project is shared with a user, then all items added to or created in that Task, Folder, or Project are automatically shared with that user as well.
- If a parent (top level) item is shared, you cannot unshare its children (lower level) items. If a user has access to a parent Task, Folder, or Project then you cannot unshare Subtasks, Subfolders, or Subprojects from them.
- Information is not automatically shared from the bottom up. If you share a Subtask, Subfolder, or Subproject with users, then they do not automatically get access to the parent Task, Folder, or Project. You can use this logic to share information with the appropriate parties without having to share everything.
What Happens When You Share
Once an item is shared with users:
- All user types (including Collaborators) are able to access all item details, including attachments and comments.
- Regular and External Users are able to view and edit that item. Collaborators can view, but have limited editing rights.
- Regular Users with Full Access are able to share the item with other users.
Sharing information gives you access to Tasks, Folders, and Projects; Following allows you to receive notifications related to those items.
You will autofollow items when:
- You are @mentioned on an item
- You are assigned to an item
By default, all email notifications are turned on. You can edit email notifications so you only receive emails for the changes you want to track via email.
- Click on your profile image in the Workspace’s upper right-hand corner.
- Select “View profile”.
- Click the “Email addresses” tab.
- Scroll down to the “Email notifications” section.
- You will see a list of email notification options. Check or uncheck the box to the left of each option to enable or disable that type of notification.
Quick Tip! You can also use the Inbox tab in the Workspace to track @mentions, task assignments, and newly shared items.
Tasks live in Folders and Projects, but you can use other views to keep track of and organize your information.
Dashboards allow you to see tasks in a board view. Add widgets to a Dashboard to: see what to work on next or to see how things are progressing. Learn how to create widgets here.
Dashboards are one of the most customizable ways to keep track of your work. Not sure what to do? Check out this Community post for inspiration, or ask for tips on what might work for your use case.
Inbox shows you notifications for new @mentions, task assignments, and when a Task, Folder, or Project is shared with you. Rely on Inbox notifications instead of email notifications.
Start using Wrike now. Here are some ideas to get you kicked off
- Weekly team meetings: create a task for each meeting and take notes in the task description.
- Company policies: create a company Folder with information that people need to reference frequently.
- Personal action items: create tasks for items you need to finish that day or week. Check with your manager or Wrike champion about where tasks should be created. Or, if there are tasks that only you will need to work on try creating a private Folder and creating tasks within that Folder.
As a next step, read about collaborating with teammates in Wrike.