All articles

Custom Fields in User Profiles in Wrike

Table 1. Availability

Free

Team

Business

Enterprise

Pinnacle

Availability: Pinnacle. ; Unavailability: Free, Team, Business, Enterprise;

Overview

Custom fields can be used to add unique attributes and skills to your team’s user profiles. With these fields, you can track important information and details that are specific to your team, making it easier to manage resources effectively.

For instance, if a task needs someone with specific skills, the system can suggest the best person for the job based on their skills and availability. Plus, you can filter through your team members based on these attributes to see who's available and most qualified to work on certain tasks. This way, you can manage workloads more efficiently and ensure tasks are assigned to the right people.

How to use custom fields in user profiles

You can enhance user profiles with custom fields to add attributes such as skills, location, birthdays, hidden talents, and more. This feature enables streamlined task assignments, optimized project staffing, and the generation of insightful reports. Here is how you can make use of custom fields in user profiles:

  1. Add custom fields to user profiles:

    • Navigate to the user profile settings.

    • Add custom fields for attributes such as skills, location, birthdays, hidden talents, etc.

    • Save the updated profiles.

  2. Set up assignee requirements in work items:

    • When creating or editing tasks or projects, fill in the custom fields to specify the requirements (e.g., specific skills needed).

    • Wrike will use these fields to suggest the best assignee based on attribute matching and availability.

  3. Automatic assignee suggestions:

    • Wrike will analyze the custom fields in both user profiles and work items.

    • It will automatically suggest the most suitable assignee for each work item.

  4. Filter people in workload:

    • Use custom fields to filter people in the Workload view.

    • This helps in staffing projects with the most relevant assignees.

  5. Generate reports:

    • Utilize the Dashboards tool to create reports.

    • Report on organizational structure, capacity based on skills, team utilization, and more using the custom fields.

    • Determine if individuals with specific skills are being overutilized compared to others.

    • Assess if the demand for a skill exceeds the available capacity.

    • Identify mismatches between required skills and those available for a project or task.

    • Count the number of people who possess each skill.

Where to use custom fields in user profiles

You can add custom fields in user profiles to your tasks or task-based custom item types through the following methods:

  1. Request forms: Adding custom fields in user profiles as options for the type of questions added in your request forms.

  2. Custom item type settings: Click Add field in custom fields configurator to include a custom field in a custom item type. Add the relevant user fields.

    Where_to_use_custom_fields_for_users.png

  3. Wrike views: You can add user fields to your tasks or task-based custom item types in the same way, whether they’re used in user profiles or not.

Identifying Custom Fields in User Profiles

Any custom fields used in user profiles will be marked with a specific icon. This icon helps you easily distinguish between a custom field and those used in user profiles for identifying skills and attributes. You can add field values to work items to define the required attributes for assignees. This icon is visible in various menus and views throughout the product, ensuring consistent identification of custom fields in user profiles.

Identifying_Custom_Fields_in_User_Profiles.png

Managing user permissions

The Account Owner and Admins with permission to manage User types can adjust who can manage or see custom fields in user profiles.

Permissions available in the 'user profile' section of the User types tab include:

  • View custom fields for other users: Can only view but not edit fields in other user profiles.

  • Manage their own custom fields: Can view, add, and edit existing fields in their own user profiles.

  • Manage custom field values in Users settings: Grants access to Users settings in account management. Can edit and delete field values in all user profiles.

  • Manage custom fields in Users settings: Grants access to Users settings in account management. Can create, edit, and delete custom fields in user profiles and change if custom fields are used in user profiles or not.

To change User Type permissions for user profiles:

  1. Go to the User types section under Account management 1.

  2. Click on the User profiles category under User types 2.

  3. Grant permissions by toggling settings on or off for each user type 3.

Managing_user_permissions.png

What's next?

Top

Related articles