All articles

Manage Spaces (for Space Admins)

⏱ 8 min read

Overview

Space admins are members of a Space with extended rights. Unlike regular Space members, Space admins can edit Space bookmarks, Space settings, and the list of users along with their permissions within the Space.

Note that when you become a Space admin, you do not automatically get the same rights as account admins. Similarly, if an account admin has access to a Space only as a regular Space member, they do not have the ability to edit the Space.

To learn how Space members can interact with Spaces and how to create a Space, go to the Spaces Overview page.

Important Information

  • Each Space can have an unlimited number of admins and members.
  • Each Space must have at least one Space admin.

Assign Space Admin Role

Space creators and Space admins can assign the Space admin role to other users. External users and collaborators cannot be Space admins.

Select Space Admins While Creating the Space

When you create a Space you are automatically designated as a Space admin. You can add other admins whilst creating the Space:

  1. In the Space creation window, click on the search field in the “Members” section and select a user from the list.
  2. If you don't see someone in the list: start typing their name and select them once they appear.
  3. Click on the name of the user to add them to a Space.
    In the drop-down menu to the right of the user’s name, change the role of the user to admin.
  4. Click “Create”.

Add Another Space Admin to an Existing Space

As a Space admin, you can assign the Space admin role to Space members. To do that:

  1. Click the Space’s name in the left-hand navigation panel.
  2. Click on the gear icon in the upper right-hand corner.
  3. Select “Settings”.
  4. Repeat steps 1-4 described above.
  5. Click “Save” in the lower left-hand corner.

Edit Space Settings

As a Space admin, you can rename a Space or change its settings.

  1. Click a Space’s title in the left-hand navigation panel.
  2. Click the gear icon in the upper right-hand corner.
  3. Select “Settings”.
  4. From the pop-up you can:
    • Rename the Space.
    • Make a Space private or public.
    • Edit its default and recommended workflows.
    • Invite and remove members.
    • If your account is on a Business or higher subscription, you can set access roles for members and groups.
  5. Click “Save”.

🔥Wrike Tip! There is another way to open a Space’s settings: right-click the Space’s name in the left-hand navigation panel and select “Settings” from the menu.

Set Default and Recommended Workflows

As a Space admin, you can select its default and recommended workflows. This option is only available if your account is on a Business or higher subscription.

Space’s Default Workflow

When you set up the default workflow:

Note: You can only set one default workflow per Space.

To set up the default workflow:

  1. Right-click a Space’s title in the left-hand navigation panel.
  2. Hover over “Change Workflow”* to see the list of available workflows.
  3. Click on the workflow that you want to set as default for the Space.

*If you are on a Business or higher account but do not see “Change Workflow” in the menu, that means that there are no custom workflows in the account. You can visit our custom workflow page and learn how to create one.

🔥Wrike Tip! You can set up a different default workflow for folders/projects housed within the Space. To do that, start with right-clicking on the folder or project in the left-hand navigation panel, then follow the Steps 2-3 described above.

Space’s Recommended Workflows

When you set up a recommended workflow:

  • Space members will see the recommended workflows below the list of statuses when they change the status of a task within the Space or one of its folders/projects. They will see all other workflows under the “Other” menu option.

Note that a recommended workflow cannot be set up for your personal Space.

To set up a recommended workflow:

  1. Click a Space’s title in the left-hand navigation panel.
  2. Click the gear icon in the upper right-hand corner.
  3. Select “Settings”.
  4. Switch to the “Workflows” tab.
  5. Start typing a workflow’s title and select it from the list when it appears.

Invite Users to a Space

As a Space admin, you can invite other users of the account to the Space. Note that it is not possible to invite users to a personal Space.

  1. Select a Space from the left-hand navigation panel.
  2. Click the gear icon in the upper right-hand corner.
  3. Select “Settings”.
  4. Click on the search field in the “Members” section and select a user from the list. If you don't see someone: start typing their name and select them once they appear.
  5. If your account is on a Business or higher subscription, you can change the user’s access role*: click their current role to the right of their name in the list of existing members and select a new one:
    • Full - has full user rights within a Space, except for rights reserved for Space admins.
    • Editor - can't delete and share Space content.
    • Limited - can only view items within the Space, add comments, and change task statuses.
  6. Click “Save”.

*Space admins always have Full Access to the Space’s folders and projects.

You can also edit the list of members from the Space info panel:

  1. Open “Space info”.
  2. Click the “Invite or edit members” button.

Remove Members from a Space

As a Space admin, you can remove people from the Space.

  1. Click a Space’s title in the left-hand navigation panel.
  2. Click the gear icon in the upper right-hand corner.
  3. Select “Settings”.
  4. In the “Members” section: Hover over the name of the person you want to remove from the Space.
  5. Click the “X” icon that appears to the right.
  6. Click “Save”.

Removed user no longer sees the Space in their left-hand navigation panel. If it’s a private Space, then they can no longer access it. If it’s a public Space, regular users can still find the Space in the Spaces Explorer and then rejoin it.

Create Request Forms in Spaces

As a Space admin, you can create request forms for the Space.
This feature is only available in Business and higher accounts.

To create a request form in managed Space, you need to:

  1. Click on the Space name from the left-hand navigation panel.
  2. Click the gear icon in the upper-right corner of the workspace.
  3. Select “Request Forms.”
  4. Click the “Create a Request Form” button.

You will see the page with the request form creation wizard, where you can build a new Request Form.

Manage Request Forms in Spaces

Account admins can assign and unassign request forms from all Spaces. Space admins can manage all request forms that are assigned to their Space.

Assign Request Forms to a Space (for Account Admins)

If you are an account admin with the right to manage request forms, you can create request forms and assign them to a particular Space.

To do that:

  1. Click the green plus sign in the workspace’s upper left-hand corner.
  2. Select “Request”.
  3. Click “Manage Forms”.
  4. Select the form that you want to assign to a Space or create a new one.
  5. On the page that opens, select a Space under the “Form belongs to a Space” section.
  6. Click “Save”.

You will see the Space, to which the request form belongs, in the “Space” column of the table listing all request forms.

Note: You can’t assign request forms to personal Spaces.

Manage Request Forms (for Space Admins)

As a Space admin, you can view the full list of all request forms that belong to your managed Space, as well as edit, duplicate, and delete them.

To open the list of request forms in a particular Space and manage them:

  1. Click on the Space name from the left-hand navigation panel.
  2. Click the gear icon in the upper-right corner of the workspace.
  3. Select “Request Forms”.
  4. You will see the full list of request forms in the Space.

Click on any request form to edit it.

To delete or duplicate a form, right-click on it and select the corresponding option.

Edit Space Info

The Space info section contains the Space’s description and the full list of Space members and admins. As a Space admin, you can edit Space info.

To add or edit a description of a Space:

  1. Click a Space’s name in the left-hand navigation panel.
  2. Click the “info” icon in the upper right-hand corner or click the gear icon and select “Show Space info”.
  3. In the Space info panel which opens, click on "Add description" to add information. If the previously added information needs to be changed, click on the existing text to edit it.
  4. Click anywhere outside the field to save the changes.

Archive a Space

As a Space admin, you can archive Spaces.

  1. Right-click on a Space’s title in the left-hand navigation panel.
  2. Select “Archive Space”.
  3. Click “Archive” to confirm your decision.

The archived Space disappears from the left-hand navigation panel in the workspaces of all Space users. If you had the archived Space or items within it opened in any view, you will automatically be redirected to a Space that is directly above the archived one on the panel.
An archived Space can still be found in the Archived tab within "Explore Spaces".

Delete a Space

As a Space admin, you can delete Spaces.

  1. Right-click on a Space’s title in the left-hand navigation panel.
  2. Select “Delete Space”.
  3. Click “Delete” to confirm your decision.

The deleted Space disappears from the left-hand navigation panel of all users’ workspaces. If you had the deleted Space or items within it opened in any view, you will be automatically redirected to a Space that is directly above the deleted one on the panel.
After deletion, tasks, projects, and folders from the deleted Space can still be found in the recycle bin.

0 comments

Article is closed for comments.

Top