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New Team Plan: Understanding Work Items

Table 2. Availability

Free

Team

Business

Enterprise

Pinnacle

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

Important

Accounts created on or after October 15, 2024, will be automatically enrolled in the New Team plan.

Overview

In Wrike, work items are essential for organizing tasks, tracking action items, and collaborating with your team. The primary work items include spaces, projects, tasks, and subtasks.

  • Spaces offer a top-level organization for your work items, including projects, tasks, and subitems. You can categorize them by client, project, or in any other way you like. Wrike simplifies grouping and navigating between various items used by the same team.

  • Projects are multi-step initiatives with a defined goal and deadlines for each phase. Use projects when you want to track the overall progress, not just individual tasks.

  • Tasks in Wrike are perfect for short-term or single-step activities that contribute to a larger objective. Use subitems to manage all action items within a single task.

Spaces

Spaces let you organize and store your team’s folders, projects, and tasks.

Note

  • In the Wrike New Team plan, there are only two default spaces: Personal and Shared Team space. It is not possible to create new spaces. The Shared Team space can't be deleted.

  • Only space admins can access the space settings, invite or add users, and assign access roles.

You can edit space settings by clicking the gear icon 1 next to the space overview in the sidebar. This allows you to:

  • Change the space’s name 2.

  • Add a space description 3.

  • Change the space’s icon 4.

  • Add or remove users from space 5.

  • Manage custom fields 6.

  • Adjust the space’s workflow 7.

  • Add automation 8.

WorkItem_SpaceSettings.png

Note

By default, any shared space in your account is shared with the My team group, except for the personal space, which cannot be shared with anyone. This means that all regular users in your account have access to it. While space members cannot change space settings, they can create, manage, and delete folders, projects, and items.

Folders

Folders help you organize related information in one place, making it easy to find and share. Unlike tasks and projects, folders aren't actionable and don't have specific attributes. They work well for detailed organization within spaces, which are designed to cover entire teams or departments.

To create a folder in your current space:

  1. You can start creating a folder in several ways:

    WorkItem_CreateFolder.png

    • Use the + icon 1 in the top right of your workspace and select Folder 2 from the drop-down menu.

    • Click the + icon 3 next to Projects and folders in the sidebar.

    • In Table view, click the +Item 4 and select Folder from the dropdown. Enter a name for your folder and press enter, you can edit your folder from its item view.

  2. In the pop-up that displays:

    WorkItem_Folder_Popup.png

    • Enter your folder’s name 5.

    • Choose your folder’s location 6.

    • Choose the folder's default workflow 7.

    • Select the Folder 8 option.

    • Choose the default view 9 for your project.

    • Specify who you want to share the folder with 10.

    • Click Create 11.

Your folder is created.

From the sidebar, hover over the folder’s name, click the three-dot menu button 1 opens a drop-down menu 2 where you can:

WorkItem_EditMenu.png

  • Add items to the folder.

  • Open the folder in a separate tab.

  • Copy its permalink.

  • Share the folder with your teammates.

  • Rename the folder.

  • Change the workflow for both tasks and projects.

  • Change the folder color (this will help you navigate between projects with ease).

  • Duplicate or delete the project.

Projects

Projects help you track the progress of all items in a more organized way. You can create as many projects as needed within the same space and add items to each of them.

When a space is created or shared, you have your first project in the space already created for you. You can start working simply by renaming the project and adding some items to it.

To rename the project:

  1. In the sidebar, hover over the project title, click the three-dot menu button 1 or right-click the project you want to rename.

  2. Select Rename 2 from the drop-down menu 3.

  3. Type-in the new name for the project and click anywhere outside of the field or press enter on your keyboard.

WorkItem_Project_Rename.png

From the same menu 3, you can:

  • Add items to the project.

  • Open the project in a separate tab.

  • Copy its permalink.

  • Share the project with your teammates.

  • Change the status of the project.

  • Change the workflow for both tasks and projects.

  • Change the project color (this will help you navigate between projects with ease).

  • Duplicate or delete the project.

To create a new project in your current space:

  1. You can start creating a project in several ways:

    WorkItem_CreateProject.png

    • Use the + icon 1 in the top right of your workspace and select Project 2 from the drop-down.

    • Click the + icon 3 next to Projects and folders in the sidebar.

    • In Table view, click the +Item 4 and select Project from the dropdown. Enter a name for your project and press enter, you can edit your project from its project item view.

  2. In the pop-up that displays:

    WorkItem_Project_Popup.png

    • Enter your project's name 5.

    • Choose your project's location 6. This can be a project, folder, or space.

      Note

      By default the location where you created the project is selected. If you create a project from the sidebar without selecting any space, your Personal space is the default.

    • Choose the project's default workflow 7. Your project is created with the first status in this workflow.

    • Select the Project 8 option. Depending on how you created the project it may already be selected.

    • Add the assignees to the project 9.

    • Specify the project start and due date 10.

    • Choose the default view 11 for your project.

    • Click Create 12.

Click the Info icon 13 next to the project's name to open it in the item view 14. Here, you can view and adjust project details. Set the start and due dates, assign the project, fill out custom fields, add a description and comments, and attach files.

Understand_Project_Info.png

Note

When you delete a project or task, it goes to the Recycle bin. Account owners and admins can visit the Recycle bin to restore these items or permanently delete them.

Tasks

Tasks or items are smaller steps in your project. Space admins and users can adjust the default naming for items in the space according to your team's needs.

Note

Regular users can create new items. Collaborators, Contributors and Viewers can view items shared with them and change items' statuses, and descriptions and leave comments.

In New Team plan you can:

  • Create tasks.

  • Assign tasks to teammates.

  • Set start and due dates.

  • Add task description.

  • Attach files.

  • Set the custom fields.

  • Set the status to track the progress.

  • Add comments to collaborate with your colleagues.

  • Add subitems (subtasks).

  • Move tasks from one project to another.

Important

You can store an unlimited number of attachments in your account. However, please note that in Wrike’s New Team plan, each user is allocated 2 GB of storage.

To adjust details for any item (folder, project, or task), open it in the item view 1 by clicking on it from the Board view, Table view, Gantt Chart, or Calendar.

WorkItem_TaskOverlay.png

You can move items between projects and folders within a space. To do so, open the task in the item view, click the + icon 2 below the task’s title and select the new location from the list.

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