Access Reports

Access Reports are available on Enterprise accounts. 

⏱ 4 min read

• Overview
• Important Information
• 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
• Export to CSV

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, or Space is shared with (and who has access to any descendant items).
• What a person or group has access to.
• If folders, projects, or Spaces 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, or Space for it to be visible to them on Access Reports.
• Spaces are shown as folders in the list.

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 folders, projects, or Spaces you’re reporting on
• Shared with column - displays users/groups who have access to that folder, project, or Space 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, Space 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

Right-click on a row in the report to:

• Open items listed in the report in a separate tab.
• Copy the link of the task, in which there are Guest Reviewers.
• Delete Guest Reviewers.

You can delete several (or all) Guest Reviewers in the report at once. To do so:

1. Click the checkbox in the row(s) which contain(s) Guest Reviewers you want to delete or click the "Select N links" button in the panel above to select all the links in the report.
2. Click "Delete N links" at the bottom of the interface.

Click “Filters” to filter the report 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.

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), or Space(s) you want to report on. Filter by folders/project/Space by name via the filter box or expand the folder tree to find the items 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/Space 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.

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), project(s), or Space(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)/Space(s).

You’ll see a list of folders/projects/Spaces 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.

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/Spaces 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 Spaces, 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, project, or Space listed in the report results: click the  icon to the right of a Space, 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)/Space(s) you want to report on. Filter folders/projects/Spaces by name via the filter box or expand the folder tree to find the items you’re looking for.
6. Click “Generate report”.
   

Export to CSV