Access Reports

Access Reports are available on Enterprise accounts and can be enabled from Wrike Labs by account admins. This is an experimental feature and as a result, it: may have bugs, is subject to change, and may be discontinued at any time. Please feel free to use the feedback links in Wrike Labs to share your thoughts on this feature.

⏱ 4 min read

• Overview
• Important Information
• Enable Access Reports 
• Navigate Access Reports 
• Run a User Access Report
• Ensure Data is Shared with the Right People
• See What a Person/Group Has Access To
• Open Items + Edit Sharing
• Run a Guest Reviewers Report 

Overview

Access Reports let you keep track of who has access to what and help you ensure that things are shared with the right people/groups. Use Access Reports to see

• Who a Folder/Project is shared with (and who has access to any descendant items).
• What a person or Group has access to.
• If Folders/Projects are shared with someone other than those who it should be shared with.
• On accounts with Wrike Proof: a list of Guest Users who’d been invited to review files attached to Tasks, Folders, and Projects.

Important Information

• An admin or group admin must have access to a Folder/Project for it to be visible to them on Access Reports.

Enable Access Reports

Admins on Enterprise accounts can enable Access Reports.

1. Go to Wrike Labs.
2. Scroll to “Access Reports”.
3. Check the box next to “Enable”.

Access Reports are now available to admins and group admins in the Account Management section of the Workspace.

Navigate Access Reports

To open Access Reports:

1. Click your profile image in the upper right-hand corner of your Workspace.
2. Select “Account management”.
3. Click the “Access reports” tab.

You will see a list of top-level folders and projects shared with you on the left. Once you select them, you can generate a User Access Report or, on accounts with Wrike Proof, Guest Reviewers Report.

User Access Report 

Understanding the Layout

• Folder Name column - shows the names of the Folder/Projects you’re reporting on
• Shared with column - displays users/groups who have access to that Folder/Project and all of its descendent items
• Tasks or Subfolders shared with column - displays users/groups who have access to at least one item in the Folder/Project or in its descendent items
• Filter by - allows you to apply filters to report results.

Actions You Can Take

• Click on a cell in the “Shared with” or “Tasks/subfolders shared with” columns to see a full list of users/groups who have access. Users/groups matching the filter are highlighted
• Open items listed in the report.
• View a full list of which descendant items are shared with someone or with a group:
  • Click on a cell in the “Tasks or Subfolders shared with” column.
  • Select a user or group from the dropdown.
  • In the window that opens: filter the list by title or click the item’s title to open it in the Workspace and change who it’s shared with.

Guest Reviewers Report

Understanding the Layout

• Task column - shows a title of a task, folder, or project with attachments in review.
• Link status column - indicates if a Guest Reviewer accepted or declined an invitation to review, or if it’s still pending.
• Host column - shows who had invited a Guest Reviewer.
• Creation date - displays the date on which a Guest Reviewer was invited.
• Invitee and Invitee’s email columns - show a Guest Reviewer’s email address and a name (if it was indicated by the Guest’s inviter).
• Expiration date - indicates when a Guest Review expires.

Actions You Can Take

• Open items listed in the report.
• Filter the report: click “Filters” to filter by status, review creation date, or review expiration date.

Run a User Access Report

Admins or group admins on Enterprise accounts can use Access Reports (after it’s enabled from Labs).

1. Click your profile image in the Workspace’s upper right-hand corner. 1
2. Select Account management. 2
3. Click the “Access reports” tab. 3
4. Check the box(es) 4 next to the Folder(s)/Project(s) you want to report on. Filter by Folders/Project by name via the filter box or expand the Folder tree to find the Folder(s) you’re looking for. 
5. Click “Generate report”. 5
6. Apply filters (optional) 6
1. “Selected users and groups” - shows items that are shared with the selected users and groups.
2. “Anyone except” - shows items that are shared with someone other than the specified users and groups.

You’ll see who the selected Folder/Project and its descendant items are shared with.

Ensure Data is Shared With the Right People

Admins or group admins on Enterprise accounts can use Access Reports (after it’s enabled from Labs).

1. Click your profile image in the Workspace’s upper right-hand corner.
2. Select Account management.
3. Click the “Access reports” tab.
4. Check the box(es) next to the Folder(s) and Project(s) whose share settings you want to verify.
5. Click “Generate report”.
6. Click “Filter by group or user”.
7. Switch the toggle to “anyone except”.
8. Enter the names of the user(s) or User Group(s) that should have access to the Folder(s)/Projects(s).

You’ll see a list of Folders/Projects which are shared with or which have descendent items shared with someone other than the selected users and groups.

See What a Person/Group Has Access To

Admins or group admins on Enterprise accounts can use Access Reports (after it’s enabled from Labs).

1. Click your profile image in the Workspace’s upper right-hand corner.
2. Select Account management.
3. Click the “Access Reports” tab.
4. Check the boxes you want to report on.
5. Click “Generate report”.
6. Click “Filter by group or user”.
7. Enter a user, users, or User Groups name.

You’ll see a list of Folders/Projects which are shared (or with descendant items which are shared) with the specified users or groups.  

Open Items + Edit Sharing

Once a report is generated you can use it to open Folders, Projects, and Tasks in the Workspace and change who it’s shared with (for example, unshare items from someone who shouldn’t have access to them). To open:

• A Folder or Project listed in the report results: click the  icon to the right of a Folder or Project’s title in the “Folder name” column.
• A descendant Task, Subfolder, or Subproject: click on a cell in the “Tasks or Subfolders shared with” column,  select a user or group from the dropdown, and click the title of the item you want to unshare from a user or User Group.

The Task View or a Folder or Project info panel opens in a separate tab. From there you can view and edit with whom the item is shared.

Run a Guest Reviewers Report 

1. Click your profile image in the upper right-hand corner of your Workspace.
2. Select “Account management”.
3. Click “Access reports”.
4. Switch to the “Guest Review” tab.
5. Check the box(es) next to the Folder(s)/Project(s) you want to report on. Filter Folders/Projects by name via the filter box or expand the Folder tree to find the Folder(s) you’re looking for.
6. Click “Generate report”.