New Team Plan: Start working and Collaborating

Once you get accustomed to your new Wrike account, you can start working on projects and collaborating with your team. We previously covered how you can create a folder, project, task, or any other item. Now, we’ll look at how to adjust statuses in your space, create custom fields and collaborate with your team while working on tasks.

Statuses help you track the progress of items within your projects and tasks. You can use the workflow (set of statuses) Wrike provides you with, or you can adjust it to fit your needs.

Space-level workflows let you customize processes and streamline tasks and projects for specific teams or areas, tailoring them to their unique needs.

Account-level workflows offer a broader framework for the whole organization, ensuring consistency and standardization in task and project management.

Create or edit space-level workflow

Space admins can create space workflows.

1. Click the gear icon 1 next to the space overview in the sidebar.

2. Switch to the Workflows tab 2.

3. Depending on if you want to create a workflow for tasks (task-based items) or projects (project-based items), click Create or add workflow button 3 under the corresponding section.

4. In the drop-down that appears, click Create new workflow 4.

5. From the tab, you can:

   • Name the workflow.

   • Add statuses to the workflow.

   • Edit statuses.

   • Move statuses in-between status groups.

6. Click Save to create a workflow.

Important

• You can create no more than 20 custom workflows per space.

• Space custom workflows can be used within the parent space only. However, they are visible to all users in the account who have access to the space.

• An account-wide workflow can't be turned into a space workflow. But a space workflow can be converted to an account-wide one.

You can also edit the space-level workflow from the same menu if created already.

Alternatively, you can edit the workflow from the Board view:

1. Navigate to a space, folder or project and switch to Board view 1.

2. Click on the Columns 2 in the toolbar and select Edit this workflow 3.

3. From the pop-up you can:

   

   • Rename the workflow 4.

   • Add statuses to the workflow 5.

   • By clicking on the status, you can edit the name 6, change the color 7 and delete 8 from the workflow.

   • Click Done 9 to save the changes.

Create account-level workflow

Account admins can create account workflows.

Account-level workflows are visible to all users in the account and can be used as default workflows in any space, project, or folder.

1. Click on your profile image 1 in the sidebar.

2. Select Settings 2 from the drop-down menu.

3. Click Workflow 3 in the left-hand navigation panel.You'll see a list of all workflows in the account.

4. Click + New workflow 4.

5. From the tab, you can:

   

   • Enter your new workflow’s name 5. By default, it has one status in the Active and Completed workflow categories. While these default statuses can be edited, they can't be deleted.

   • Add statuses to your workflow by clicking Add Status 6 at the bottom of any workflow group, entering its title, and selecting a color for that status.

   • Rename 7, change a status color 8 or delete 9 by clicking that status.

   • Drag and drop statuses to arrange them within a status group in the order that makes the most sense for your team.

   • Click Save 10 in the upper right-hand corner.

Custom fields are additional fields you can add to your items to track your team’s work.

All users except collaborators have the ability to create custom fields. Each folder, project, and space can have multiple custom fields added to it.

There are two types to use custom fields:

Adding a custom field to a space, folder or project

1. Navigate to a space, folder or project and switch to Table view 1.

2. Click on the Fields button 2 in the toolbar.

   OR

   Click on + icon 3 to the right of the last column.

3. Enable the toggle buttons next to the custom field from the list 4.

The custom fields are applied to view the data.

Creating a Custom field

1. Navigate to a space, folder or project and switch to Table view 1.

2. Click on the Fields button 2 in the toolbar or + icon 3 next to the last column in the view header.

3. Click on + Custom field 4 from the drop-down menu.

4. Specify field properties in the pop-up window:

   • Edit the field name 5.

   • Choose the field type 6.

     Notice

     Depending on the custom field type, you may need to specify additional properties not mentioned on this page. Check out Types of custom fields to learn more.

   • Select the default aggregation (available only for numeric type custom fields: Number, Percent, Currency, Date, and Duration).

   • Select where the field belongs to 7. If you have permission to create space-level custom fields, the field belongs to the current space by default. To change that, click the space title and select Convert to account field.

   • Specify the user or group 8 who can edit the custom field.

   • Select where to apply 9 your custom field.

5. Click Create 10.

Available custom field options are:

• Text.

• Number.

• Currency.

• Percent.

• Single select.

• Multiple select.

• People.

• Date.

• Duration.

• Checkbox.

• Formula

When you create a custom field in a space, folder or a project, it is added to all the items within it. To see custom fields for tasks, click on an item in the Table view (or any other view) to open it in the item view. You'll find all custom fields listed under hidden fields.

To edit and manage space-level custom fields, click the gear icon next to Space overview to access space settings. Then, switch to the Custom fields tab where you can:

• Edit the properties of custom fields.

• Add and remove custom fields from the space, folder or project.

• Delete custom fields if you're a space admin.

You can also manage the account-level custom fields, by navigating to your profile settings in the sidebar and selecting to Custom fields on the settings page.

Wrike gives you the ability to work on a task or project together with your team in one space.

Assigning tasks

When a task is created, and all the steps are defined, you can assign it to a teammate, making this person responsible for the task’s progress and completion. We recommend you do not assign too many people to one item, to ensure clarity on who is responsible for the completion of the task.

Adding comments

While working on a task, you can specify everything you want to be done in the task description, and leave comments to discuss or clarify details. . You can @mention only those colleagues who need to see this comment right away, or you can use @followers or @assignees mentions to get the attention of everyone who is involved.

Adding files

You can attach files to the item (task) directly, or you can add them when creating comments. All these files are visible in the files section of the item view.

Additionally, you can add versions of the same file to the task to track changes, you can open files in the editor and save the new version to the same task.

Adding followers/following the updates

You can add someone as a follower on a specific task so they can track the updates, or, if needed, you can sign up as a follower yourself.

Sharing

When you create a space by default, it is visible to anyone in your account. You can make it more private by deleting some members from the space (space admins can do this from spaces' settings). If you still want some of your teammates to have access to specific projects or items, you can share them without needing to grant access to the space.

To share a project: open a project in any view and click Share in the upper-right corner of the view.

To share an item: open the task in item view, scroll down to comments, and @mention this person in the comments.

Account owners can adjust the default workweek settings for your whole team. When you do that, the weekends are marked in some views (for example Calendar and Gantt chart) which can help you with planning your work. This can be done from the Profile Settings menu in the Work schedules tab under Account Management.

On Wrike’s New Team plan you can integrate your account with Microsoft Outlook, Microsoft Teams, and Slack. This will allow you and your team to work together using the tools your team might be already familiar with and still keep all your work in Wrike.