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Wrike & Klaxoon Integration

Table 2. Availability

Free

Team

Business

Enterprise

Pinnacle

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

Overview

Klaxoon is a collaborative work platform that boosts team productivity and engagement through interactive meetings, workshops, and brainstorming sessions. It offers versatile tools like whiteboards, quizzes, surveys, word clouds, and live voting to support seamless collaboration in both in-person and remote settings. With its visual and intuitive interface, Klaxoon empowers teams to share ideas, make decisions, and advance projects efficiently, making it ideal for agile practices, design thinking, training sessions, and any setting that demands active participation and idea generation.

The integration between Wrike and Klaxoon streamlines the process of turning brainstorming ideas into actionable work items with ease. This powerful connection enhances organization, alignment, and efficiency, enabling teams to transform creativity into real progress with ease.

Who Can Use It? This integration is available to Wrike admins, space admins, and regular users.

Note

Accounts with subscriptions to both Wrike and Klaxoon can leverage the full potential of the integration.

Wrike and Klaxoon Integration: Key Capabilities

The Wrike-Klaxoon integration enables seamless collaboration by connecting work management and brainstorming activities. The current features of this integration include:

  1. Convert Klaxoon Ideas into Wrike work items – Effortlessly transform brainstorming ideas into actionable tasks in Wrike, ensuring smooth transition from ideation to execution.

    Wrike_and_Klaxoon_Integration-_Key_Capabilities_1.gif

  2. Import Wrike items into a Klaxoon Board as ideas – Bring structured project items into a Klaxoon Board for visual organization, discussion, and creative collaboration.

    Wrike_and_Klaxoon_Integration-_Key_Capabilities_2.gif

  3. Attach a Klaxoon Board to any task in Wrike – Link a Klaxoon Board directly to Wrike tasks to provide relevant context, brainstorming insights, and a shared space for team collaboration.

    Wrike_and_Klaxoon_Integration-_Key_Capabilities_3.gif

Converting Ideas into Wrike work items

You can easily convert your ideas into actionable Wrike work items by following these steps:

  1. Create an Activity in Klaxoon

    • Begin by setting up a new activity, such as a Board activity in Klaxoon.

    • This board will serve as a space for brainstorming and organizing ideas.

  2. Add Ideas to Your Board

    • Populate your board with relevant ideas, concepts, or action points.

    • Collaborate with your team to refine and discuss each idea.

  3. Identify Ideas Ready for Task Creation

    • Review the ideas and determine which ones are finalized for execution.

    • These will be converted into work items in Wrike.

  4. Select the Ideas for Task Conversion

    • Click on the ideas that you want to turn into work items.

    • You can select multiple ideas at once.

  5. Access the Conversion Option

    Converting_Ideas_into_Wrike_Tasks_1.png

    • Click on the three-dot menu 1 button in the toolbar that appears.

    • From the dropdown menu, select Convert to Wrike 2.

      Limitations

      Currently the Convert to Wrike feature is not available for sticky notes / ideas that contain images, attachments, or drawings.

  6. Configure the Wrike Task Settings

    Converting_Ideas_into_Wrike_Tasks_2.png

    • A pop-up window will appear where you can:

      • Choose the Wrike Space 3 where the work items will be created.

      • Select the appropriate Project or Folder 4 within that space.

      • Define the work items 5 for the selected ideas (e.g., a simple task or a custom item type).

  7. Convert and Sync work items

    • Click the Convert 6 button to finalize the work items creation in Wrike.

    • Once created, the work items will be automatically linked to your Klaxoon board.

  8. Manage work items with Wrike Workflows

    Manage_tasks__projects__folders_and_task-_and_project-based_custom_item_Types_with_Wrike_Workflows.gif

    • Use Wrike's workflows to track and update task statuses.

    • Any status changes in Wrike will be reflected in real time within Klaxoon, ensuring seamless collaboration.

Limitation:

  • Changing the item type from CIT-task to CIT-project (or to a default project or folder) and vice versa will unlink the item from the Board if it has been imported or exported.

  • To reduce Wrike API calls and minimize the risk of rate limiting, certain data is cached on Klaxoon’s side—specifically, assignee details (avatar, first name, last name) and status labels. As a result, if a Wrike user updates their avatar or modifies a workflow label, these changes may not be immediately reflected during import/export operations in Board. Cached data may display outdated values for up to one hour after the change.

Importing Wrike work items to Klaxoon Board

With the ability to import Wrike tasks and task-based item types into a Klaxoon board, you can unlock a range of powerful features that streamline collaboration and decision-making.

  1. Dynamic Task Visualization

    Transform Wrike work items into an interactive Klaxoon board, enabling clear and intuitive sprint planning, roadmap discussions, and workflow management. Effortlessly rearrange work items to improve clarity, alignment, and the overall flow of the project.

  2. Inclusive Collaboration

    Empower all stakeholders—including non-technical team members—to engage with project data in a visual and user-friendly format. This promotes more inclusive and effective teamwork, ensuring that everyone is on the same page.

  3. Smarter Decision-Making

    Optimize meetings and enhance decision-making by grouping, prioritizing, and categorizing imported work items based on deadlines, dependencies, and strategic goals. This enables faster, data-driven choices that align with your team’s objectives.

This integration bridges structured project management with dynamic visual collaboration, driving improved efficiency, alignment, and productivity throughout your workflow.

How to Import Wrike work items custom item types to a Klaxoon Board

To seamlessly import Wrike into a Klaxoon board, follow these steps:

  1. Open the Import Menu:

    How_to_Import_Wrike_Tasks_to_a_Klaxoon_Board_1.png

    • Click on the Insert 1 button in the toolbar.

    • In the menu that appears, navigate to the Import 2 section.

  2. Select Wrike as the Source:

    • Locate and click on Wrike 3 to initiate the import process.

      Note

      If it's not already done, the Wrike SSO/OAuth2 Connect screen prompts you to log in to Wrike and grant the permissions needed to use the Wrike API. This is a one-time request.

      Limitations

      You can't choose a different Wrike account if you have multiple accounts. To switch accounts, disconnecting and reconnecting won't work until you clear your cache and cookies.

      How_to_Import_Wrike_Tasks_to_a_Klaxoon_Board_Note.png

  3. Configure Import Settings:

    • A separate window will open, allowing you to choose a space to display items and filter your search by selecting specific work items 4.

      Configure_Import_Settings_1.png

    • Choose the Space 5 from which you want to import work items.

      Configure_Import_Settings_2.png

    • Once you select a Space, you'll be able to view all available work items of that space.

    • Use the checkboxes to select multiple items simultaneously 6.

    • Select the Folder or Project 7 containing the work items you wish to import.

      Configure_Import_Settings_3.png

    • By selecting a specific Folder or Project, you'll see all work items available within it.

    • Click the filter button 8 to access available filter options and refine your view to specific work items.

    • Choose the items you want to import by clicking their respective checkboxes 9.

      Configure_Import_Settings_4.png

    • Use the toggle 10 button to hide items that have already been imported.

    • Click the Import 11 button to confirm and import the selected work items.

      Tip

      After import, the imported items will be marked with an Imported label for easy identification.

      Configure_Import_Settings_6__tip_.png

  4. Finalize the Import:

    Configure_Import_Settings_5.png

    • Once the process is complete, your work items will appear on the Klaxoon board 12.

    Tip

    Ensure you have the necessary permissions in Wrike to access and import work items into Klaxoon.

    Note

    • If an item imported to Klaxoon board is deleted from Wrike, the idea will be unlinked from Klaxoon board.

    • Importing and exporting items or ideas to/from a Klaxoon board is not possible from the locked space.

    Limitations

    There's no automatic synchronization of sharing between Wrike work and Klaxoon boards, including the ideas within those boards items. At the same time, a user with access to the board can view the attributes of Wrike tasks, even if those tasks haven’t been shared with them.

Attaching a Klaxoon Board to a Wrike Item

Integrating Klaxoon with Wrike allows you to boost collaboration by seamlessly attaching existing Klaxoon boards or creating new ones directly within Wrike. Follow these simple steps:

  1. Open the Wrike Item: Navigate to the specific task, project, or folder where you want to attach a Klaxoon board.

    Attaching_a_Klaxoon_Board_to_a_Wrike_Item_1.png

  2. Add Files: Click on the Add Files 1 button.

  3. Select Klaxoon Whiteboard: Choose Klaxoon Whiteboard 2 from the list of options OR Click on the Add Whiteboard 2 button.

    Attaching_a_Klaxoon_Board_to_a_Wrike_Item_2.png

  4. Log in to Klaxoon: If prompted, enter your Klaxoon credentials to connect your account 3.

    Note

    If you don’t have a Klaxoon account yet, sign up for free:

    • Click Sign Up for Free: In the Login to Klaxoon prompt, select the Sign Up for Free link.

    • Follow the Instructions: You’ll be directed to Klaxoon’s Getting Started page, where you can complete the sign-up process at no cost.

    Follow the on-screen steps to create your account and start collaborating.

    Limitations

    Multiple accounts aren't supported. The default account will be selected for the OAuth flow.

  5. Select or Create a Board: From the Klaxoon activity picker, you can:

    Attaching_a_Klaxoon_Board_to_a_Wrike_Item_3.png

    • Select an existing board, browse through the available options and pick the desired board 4.

    • Create a new board, click the + New 5 button and set up your board.

  6. Attach the Board: Click the Select 6 button to finalize attaching the Klaxoon board to your Wrike item.

    Attaching_a_Klaxoon_Board_to_a_Wrike_Item_4.png

  7. Start Collaborating: The Klaxoon board will now appear as an attachment 7 in your Wrike item. Use Klaxoon’s interactive and visual collaboration tools directly within Wrike to enhance teamwork and idea-sharing.

    Tip

    You can access and interact with the Klaxoon board directly from Wrike, allowing your team to brainstorm, organize ideas, and track progress without needing to switch between platforms.

    Note

    Klaxoon board attachments do not support the approval feature.

Editing Wrike Items via Klaxoon Board

As a board participant, you can update Wrike items directly from the board, provided you have the necessary permissions. If you are not connected or lack sufficient access rights, you will not be able to update the item. Only users who are connected and have the appropriate permissions can make updates to Wrike items from the board.

How to Edit Items on a Klaxoon Board

  1. To edit an item on the board, double-click on the idea or click the Open the element in Board icon 1 located in the upper right corner of the idea.

    How_to_Edit_Items_on_a_Klaxoon_Board_1.png

  2. If you are not already logged in to Wrike, a dialog box will appear prompting you to log in to your Wrike account in order to view the item. Click the Log in to Wrike 2 button to continue.

    How_to_Edit_Items_on_a_Klaxoon_Board_2.png

  3. A login window will appear where you can login using your Wrike credentials 3.

    How_to_Edit_Items_on_a_Klaxoon_Board_3.png

  4. Once logged in, you will be able to open and edit any idea on the board.

    How_to_Edit_Items_on_a_Klaxoon_Board_4.png

  5. Clicking on an idea will open the work item view 4, where you can:

    • Edit system fields such as Status, Assignee, Date, etc.

    • Edit or update the description of the work item.

    • Add or remove subitems, attach files, and add Whiteboard links (Klaxoon boards).

    • Add approvals to your work item.

    • Update dependencies.

    • Add comments and mention assignees in your comments.

  6. All edit actions available in the Item view of any work item are also available here.

Note

This feature is not supported on the Safari browser.

Note

When a user imports an item to a Klaxoon board, other users with different accounts won't be able to view or edit that item unless they have the appropriate access rights. If these users attempt to open that item, they will repeatedly encounter a login screen, and the item will remain inaccessible. Clicking the Open the link in a new tab 1 icon in the upper right corner of the login screen will display a message saying that you don’t have access to this information.

How_to_Edit_Items_on_a_Klaxoon_Board_6.png
How_to_Edit_Items_on_a_Klaxoon_Board_5.png

When you update fields in the item view on your Klaxoon board, those changes are instantly synchronized with Wrike in real time. This immediate synchronization means that any edits or updates made in Klaxoon - such as task statuses, descriptions, deadlines, or assigned team members - are automatically reflected in Wrike. As a result, all team members remain up-to-date across both platforms, reducing the risk of miscommunication and ensuring smooth, coordinated workflows without delays. This integration helps teams stay aligned and work more efficiently by maintaining seamless, up-to-date information between Klaxoon and Wrike.

How_to_Edit_Items_on_a_Klaxoon_Board.gif

Use Cases for Klaxoon and Wrike Integration

  1. Marketing Campaign Brainstorming:

    Create a task in Wrike for a marketing campaign ideation session. Attach a Klaxoon board where team members can add ideas, vote on concepts, and organize thoughts visually—all within the task. The board remains accessible for refining ideas and tracking progress directly from Wrike.

  2. Project Kickoff Meetings:

    During project kickoffs, use a Klaxoon board attached to a Wrike project to map out project timelines, assign responsibilities, and visualize milestones. Attendees can contribute in real time, and all meeting notes and visuals remain accessible in Wrike.

  3. Agile Sprint Planning:

    For agile teams, attach a Klaxoon board to a Wrike sprint task. Use the board to facilitate sprint planning, create storyboards, and prioritize work items visually. As priorities shift, the board remains a live reference within Wrike.

  4. Feedback and Review Sessions:

    When reviewing creative assets or project deliverables, a Klaxoon board attached to the Wrike task can serve as a collaborative space to collect feedback. Team members can add sticky notes, draw annotations, and visualize feedback alongside the project timeline.

  5. Training and Workshops:

    Attach a Klaxoon board to a Wrike item dedicated to training sessions. Participants can interact with exercises, answer polls, and collaborate on activities, keeping all resources and outputs organized within Wrike.

Current Limitations

  • Cross-datacenter transfers are not supported. When migrating a board from one datacenter to another, Wrike Ideas on the original board will not retain their links and will appear as standard stickies on the target board—similar to how board duplication works. Additionally, personal settings, including Wrike credentials, are not migrated.

  • The integration does not have ISO 27001 certification.

  • User management is not synchronized between Wrike and Klaxoon.

  • Placeholders (job roles) are not displayed as assignees in Klaxoon.

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