Smart Folders
Important
For accounts created after October 8 2024, the default view for Smart Folders is Table view.
Smart Folders in Wrike allow you to organize and access tasks and projects based on specific criteria, without relocating them from their original location. They help streamline your workflow by automatically collecting items that match the conditions you set.
Smart folders are made up of the following:
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My To-do
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Created by me
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Starred tasks
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Recent tasks
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Shared with me
My to-do is a smart folder in Wrike that is automatically created in your Personal space when you join an account. It contains:
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All tasks and subtasks assigned to you
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Tasks that you manually added to My to-do
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Tasks with file approvals to which you have been added as an approver.
Tasks created from My to-do are automatically assigned to you. They are created as backlogged and always get the first active status of the default workflow.
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Navigate to the My to-do tab 1 in the sidebar.
Note
If the My-to do tab is not visible in the sidebar, click on the More button 2 and select My-to-do from the drop-down menu.
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Click the + Item 3 at the bottom of the tasks list.
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Enter a title for your task.
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Press Enter on your keyboard.
The task is created and added to the top of the list in My to-do. It's also automatically added to the Shared with me folder.
Note
When you leave the My to-do folder, the task might change position in the list according to your sorting settings.
You can manually add a task or a subtask that isn’t assigned to you to My to-do:
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Navigate to the relevant task within a project, folder, or space, and open it in item view.
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Click the three-dot menu button in the upper right corner of the item view 1.
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Select Add to My to-do from the drop-down menu 2.
Alternatively, hover over the task you can click on the three-dot menu button 3 or right-click on the task in Table view and select Add to My to-do 4 from the menu that appears. The task is immediately added to My to-do.
Note
Projects and folders can’t be added to My to-do.
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Filter tasks: 1 Show only active tasks, only active tasks assigned to you, or all tasks. You can also add more filter presets to the task or project.
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Sort tasks: 2 By priority, name, start date, due date, assignee, status and created date.
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Group tasks: 3 By assignee, status, created date, start date and due date to visualize your work data more easily.
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Customize Fields: 4 To display the information you need in the table.
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Expand/Collapse all the Subitems: 5 To view or hide content like subtasks and subprojects.
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Adjust the display density: To see more tasks at once. Click the three-dot menu button 6 in the toolbar and select Compact 7. Alternatively, choose Default mode for a more comfortable view.
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Click the check box: 8 To use mass actions within My to-do to quickly edit multiple tasks at the same time.
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Open a task in the item view.
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Click the three-dot menu button 1 in the upper right corner of the view and select Remove from My to-do 2 from the drop-down menu.
The task is immediately removed from My to-do but remains assigned to you if it was previously assigned. If a task is assigned to you and you haven't pinned it manually, simply unassign it from yourself. In Table view, right-click on a task and select Remove from My to-do.
Created by me is a smart folder in Wrike that is created automatically in your Personal space when you join an account. It contains:
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All tasks that you created.
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All tasks created upon your submission of a request form.
Note
Tasks are automatically added to Created by me, and existing items can't be manually added to this folder. But you can create new tasks in it.
In Created by me, tasks are created as backlogged, without an assignee, and always get the first active status of the default workflow.
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Navigate to the Created by me tab 1 in the sidebar.
Note
If the Created by me tab is not visible in the sidebar, click on the More button 2 and select Created by me from the drop-down menu.
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Click on the + Item 3 at the bottom of the tasks list.
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Enter a title for your task.
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Press enter on your keyboard.
The task is created and added to the top of the list in Created by me. It's also automatically added to the Shared with me folder.
Note
When you leave the Created by me folder, the task might change position in the list according to your sorting settings.
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Filter tasks: 1 Show only active tasks, only active tasks assigned to you, or all tasks. You can also add more filter presets to the task or project.
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Sort tasks: 2 By priority, name, start date, due date, assignee, status and created date.
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Group tasks: 3 By assignee, status, created date, start date and due date to visualize your work data more easily.
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Customize Fields: 4 To display the information you need in the table.
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Expand/Collapse all the Subitems: 5 To view or hide content like subtasks and subprojects.
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Adjust the display density: To see more tasks at once. Click the three-dot menu button 6 in the toolbar and select Compact 7. Alternatively, choose Default mode for a more comfortable view.
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Click the check box: 8 To use mass actions within Created by me to quickly edit multiple tasks at the same time.
Starred tasks is a smart folder created for you by Wrike. It contains all tasks that you starred in your account.
Important
Starred items work on a person-by-person basis, which means everyone can select which items they want to favorite.
To access starred tasks:
Click on the Starred tasks tab 1 in the sidebar.
Note
If the Starred tasks tab is not visible in the sidebar, click on the More button 2 and select Starred tasks from the drop-down menu.
Tip
You can apply filters and change sorting similar to Table view to customize your view in the Starred tasks section.
Recent tasks allow you to quickly access tasks you’ve recently worked on, making it easier to resume your work and track your activity.
You can access recent tasks by:
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Clicking on the Search tab 1 in the sidebar.
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From the pop-up, view the tasks you have recently worked on or opened 2.
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Click More recent tasks 3 to open them in full-view.
Tip
Use the shortcut Ctrl+Shift+E (Cmd+Shift+E if you’re using a Mac) to open recent tasks in full-view.
Note
On a Team plan, you cannot access recent tasks in full view.
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Filter tasks: 1 Show only active tasks, only active tasks assigned to you, or all tasks. You can also add more filter presets to the task or project.
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Group tasks: 2 By assignee, status, created date, start date and due date to visualize your work data more easily.
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Customize Fields: 3 To display the information you need in the table.
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Expand/Collapse all the Subitems: 4 To view or hide content like subtasks and subprojects.
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Click the check box: 5 To use mass actions within Recent tasks to quickly edit multiple tasks at the same time.
All users on all accounts can access the Shared with me section in Wrike. It contains all the tasks, folders, and projects shared with you by your teammates from parent locations not shared with you. Additionally, when you delete all the tags from a task, folder, or a project, it's placed in the Shared with me section.
What you can see in Shared with me:
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Tasks.
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Folders and projects.
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Tools (dashboards, calendars, reports).
Note
This section is an aggregate view specifically for items that are shared directly with the user. These will show up here if they belong to a space where you're not a member or if they don't belong to any space.
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Click on the space selector tab in the sidebar 1.
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Select Shared with me from the drop-down menu 2.
Tip
You can apply filters and change sorting similar to Table view to customize your view in the Shared with me section.