Creating and Managing Assets
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Availability: Pinnacle. ; Unavailability: Free, Team, Business, Enterprise; |
Wrike’s asset management helps you add, organize, and manage equipment, facilities, and other non-human resources in your workspace. Whether you’re tracking a few conference rooms or hundreds of machines, Wrike makes it simple to get started.
Manual asset creation is a good fit for small teams or when you only need to add a few assets. You can add new assets and update their details right from your account settings.
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Click your profile picture 1 in the sidebar and select Settings 2.
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Under Account Management, click the Users 3 tab.
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In the left panel, select Assets 4.
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Click Create assets 5.
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In the Create new assets window, enter the asset name 6.
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To add more than one asset, click +Asset 7.
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Click Create asset 8 to finish.
Important
As you add more assets, a delete icon appears next to each asset name. Click it to remove an asset before saving.
After creating your assets, you can update their details in bulk:
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Select the assets you want to update.
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Use the Mass Actions panel to edit:
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Job role
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Work schedule
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Update Asset Pictures
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Assign Asset group
Tip
Mass Actions help you save time when updating several assets at once.
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Bulk import helps you add or update multiple assets in Wrike at once. This is ideal when adding new assets, updating your inventory, or quickly adding multiple assets. You can use our Excel template to make the process simple and fast.
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Download our template or use your Excel file:
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Click the Assets 1 tab in Users under Account management.
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Click the three-dot menu 2 in the header.
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Select Import from Excel 3 from the menu.
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In the pop-up dialog, you can Download our template 4 or choose a file that matches our formatting.
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Create New Assets With Custom Fields
You can quickly add new assets in bulk and include custom fields during import.
Fill In Asset Details
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Open the template in Excel.
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Add each asset as a new row.
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Common fields include:
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Name (required)
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Custom fields (if you’ve added any)
Important
Asset names must be unique.
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You can create custom fields on the fly by entering a new field name in your table. If the custom field doesn’t exist in Wrike, it will be created as a text field. You can change the field type later if needed.
Tip
You can only create custom fields as text fields during import. To use a different field type, update it after the import.
Update Existing Assets’ Custom Fields
You can update custom fields for assets that already exist in Wrike. To do this, you’ll need the asset ID for each asset you want to update. Here’s how:
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Click the Assets 1 tab in User settings under Account management.
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Click the three-dot menu 2 in the header.
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Select Export assets to Excel 3 from the menu.
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In the export window, choose a file format like XLSX 4 and click Export 5.
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When your file is ready, click to download it 6.
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Open the exported file and copy the asset IDs.
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In your import table, paste the asset IDs in the ID 7 column.
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Add or update custom field values as needed.
Tip
Leave the asset name column empty when updating existing assets.
If you enter a custom field name that doesn’t exist yet, Wrike will create it as a text field during import. You can change the field type later.
Important
You can't create other field types during import - only text fields are supported right now.
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Import Your File
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Return to Wrike and click Import again.
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Choose a file or drag and drop your completed Excel file in the Import dialog.
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Confirm and Import
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If everything looks good, click Start import to finish.
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Wrike will create new assets or update existing ones based on asset ID matches.
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After the import finishes, a pop-up window appears. Click the Refresh page to see how many new assets were added and how many existing assets were updated.
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Note
Some fields, like schedules, icons, and permissions, may need to be set manually after import. For bulk updates, use the same import workflow - Wrike updates recognized assets instead of creating duplicates.
You can use Mass actions to quickly update job roles, schedules, and groups for multiple assets at once.
Assign job roles
Assign a functional role, such as “Equipment,” to each asset. Roles make it easier to search for assets and generate reports.
Set work schedules
Set default working hours or maintenance downtime for each asset. This prevents bookings during off-hours or when the asset is unavailable.
Organize with groups
Group assets by facility, plant, or department. Groups help you filter and assign assets quickly.
Give each asset a unique icon or picture for quick identification.
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Go to Assets 1 under user settings in account management.
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Select the asset you want to update 2.
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In the mass actions panel, click Update asset picture 3.
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Choose the image you want to upload in the upload image window 4.
Note
You can upload files in JPG, PNG, BMP, and GIF formats.
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Click Open 5 to upload the image.
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After you upload the image, you’ll see a notification banner confirming the update 6.
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The asset picture is now updated for easy identification 7.
Tip
Use clear, distinct images to help team members recognize assets at a glance.
Users with the Manage assets permission can create, edit, or delete assets, including updating the asset profile picture. To grant this permission, go to User types in Account management.
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Users who don’t have this permission enabled can view and assign assets, but they can’t edit asset records.
To assign an asset:
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Open any task or project within Wrike.
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Use assignee recommendations in the assignment field to add the asset(s) needed.
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If your team uses requirements (e.g., ‘requires Machine type and Primary application’), Wrike will recommend available assets matching those criteria.
The Asset workload chart helps you see all assignments and how your resources are being used. You can spot overbooking or conflicts and quickly make changes to balance workloads.
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Open the Asset Workload chart to view all assignments and resource utilization 1.
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Look for red highlights These indicate overbooking or scheduling conflicts 2.
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Move tasks directly in the scheduler to resolve conflicts or redistribute work.
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The Equipment dashboard provides a summary of usage, highlighting underutilized and overbooked assets.
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Custom reports can be built for historical usage, allocation trends, or upcoming maintenance windows.
In this example, the dashboard shows equipment workload, highlighting machines that are over or underutilized. You can also see which machine types are assigned to each primary application.
Here, the machine type Packaging Machine is overallocated by 192 hours. To avoid overallocation, move or unassign this machine for those hours. You can also review the dashboard to find other machines available for the same work.
Tip
Use filters in your dashboard to quickly spot overallocated equipment and reassign tasks as needed.
When you delete an asset, their assigned work is organized in a special folder (Deleted Asset Resources), and shared items are transferred to another user or asset of your choice. Learn more about deleting users.
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All tasks and projects assigned to the asset (for example, Pick and Place) are moved to a folder called Pick and Place - Deleted Asset Resources.
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Any tasks, projects, or folders that were shared with the asset are now shared with the user or asset you select during the deletion process.
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Go to Assets 1 under user settings in account management.
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Select the asset you want to delete 2.
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In the mass actions panel, click Delete from account 3.
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In the pop-up window, you’ll be asked to transfer the asset’s tasks, projects, folders, and request form assignments 4.
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Choose a user or asset to transfer these items to 5.
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Click Delete asset forever 6 to complete the deletion.
Important
Once you delete an asset, this action can’t be undone.