Multi-Space Workflow Configuration
TL;DR:
You can use the same workflow in multiple spaces without creating duplicates. Manage and add workflows at both the space and account levels, and quickly see which spaces use each workflow. Teams can use shared workflow statuses, but only admins can edit workflow settings. This keeps your workspace organized and streamlines workflow management.
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Availability: Enterprise, Pinnacle. ; Unavailability: Free, Team, Business; |
Multi-space configuration in Wrike lets you use the same workflow in multiple spaces without creating separate copies. This streamlines workspace management, helps standardize reporting and keeps your teams organized. You can add and manage workflows at both the space and account levels, and easily see which spaces are using each workflow.
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Reuse workflows: Apply the same workflow to multiple spaces without creating duplicates.
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Space-level management: Manage workflows directly within each space, so teams can set up and adjust their own processes without needing help from account admins.
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Clear oversight: Easily see which spaces use each workflow, so teams only see relevant options and your workspace stays organized.
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Go to the space settings of the space you want to update.
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Click the Workflows tab. You’ll see the workflow management table.
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To add a new workflow:
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Click + Workflow.
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Choose the workflow type and select a workflow created in another space that matches your needs.
Note
Space admins can add workflows only from the spaces where they have admin rights, while account admins have broader privileges, they can grab and add workflows from and to any space.
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Click the workflow you want to add. It will be applied to your space, and everyone in the space can use its statuses for their work items.
You can see where each workflow was originally created in the Belongs to column in the management table.
Note
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In the space list, you’ll see both workflows created in this space and workflows that have been added from other spaces.
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When you add a workflow to another space, you can use its statuses in that space, but you can’t edit the workflow’s settings. Adding a workflow to a new space doesn’t give admins of that space management rights over the workflow.
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Go to the space settings for the space where you want to add the workflow.
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Click the Workflows tab to open the workflow management table.
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To add a workflow to another space, you have two options:
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Click the title of the workflow to open the workflow edit view, then click Added to in the upper-right corner.
OR
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In the workflow management table, click the pencil icon in the Added to column for the workflow you want to update. This opens a pop-up menu.
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In the pop-up:
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Go to the Add spaces tab and select the space where you want to add the workflow.
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Click Select to choose how this workflow applies (to tasks or projects).
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Click Save to add the workflow to the selected space.
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When you add a workflow to a space, users in that space can find and use its statuses in pickers, such as when updating a task or project status.
To remove a workflow from a space, click the X button next to the space name in the pop-up window that appears when you manage spaces for the workflow.
Note
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After removal, users in that space won’t see the workflow’s statuses in pickers or filters.
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Any work item that already uses a status from this workflow will keep its current status.
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Removing a workflow from a space does not delete the workflow from your account
Account owners and admins can manage all workflows both those created in individual spaces and account-wide workflows in one place.
You can add account-level workflows to any space, allowing space members to use the workflow statuses for work items and filters. Space members can’t edit the workflow settings.
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Click the profile image in the sidebar 1.
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Select Settings 2 from the dropdown menu.
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In the left-hand navigation panel, click Workflows under Account management.
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You’ll see all available workflows created at account and spaces in the table format.
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To add a space to the workflow:
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Click the title of the workflow to open the workflow edit view, then click Added to in the upper-right corner.
OR
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In the workflow management table, click the pencil icon in the Added to column for the workflow you want to update. This opens a pop-up menu.
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In the pop-up:
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Go to the Add spaces tab and select the space where you want to add the workflow.
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Click Select to choose how this workflow applies (to tasks or projects).
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Click Save to add the workflow to the selected space.
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