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Spaces Overview

Spaces are available to all users in all types of accounts.

⏱ 6 min read

Overview

Spaces are a grouping type and the top level in Wrike’s folder hierarchy that enables organizations of all sizes to define and manage their departments at scale. They are hubs (or centralized repositories) for all information relevant to your team; Spaces help organize the folders and projects your teams use.

Spaces are useful when you want to:

  • Recreate your company’s structure within Wrike’s folder hierarchy. For example, departments in your company work with different data and on different projects. You can create a public or private Space for each department and create your overarching company folder structure in a Space. Then tag the necessary folders and projects into the appropriate team’s Space.
  • Quickly share important links with team members by creating bookmarks in your team’s Space, for easy access to necessary resources.
  • Organize and manage your own work. You can use the personal Space as your virtual workspace.

Important Information

  • You can create an unlimited number of Spaces in your account, regardless of your subscription type.
  • Each Space can have an unlimited number of admins and members.
  • Every Space has an info section where you can see the Space’s description, list of admins and list of members. Space admins can edit this info.
  • There may be folders and projects which you have access to, but which aren’t in one of the Spaces you’re a part of. You’ll see all of those folders/projects under the “Shared with Me” section of the left-hand navigation panel.
  • Users see a notification in their Inbox when they get invited to a space.
  • Space admins receive Inbox notifications when users join or leave the space.

Types of Spaces

There are 3 different types of Spaces in Wrike:

Personal Space

Personal Spaces are automatically created in all users’ workspaces when they join an account. Personal Space is only shared with its owner, so no other users in the account can get access to it.
You can use your personal Space to organize your work. It contains pre-created smart folders “My to-do” where you’ll find all tasks assigned to you, and “Created by me” where you can see all tasks created by you.

Private Space

Private Spaces help specific teams, departments, and user groups organize and manage their work in a setting tailored to their needs.

  • Private Spaces are hidden from non-Space members.
  • To join any private Space, users need to be invited by the Space admin.
  • As a private Space member, you can view all content of the Space (unless inherited sharing is turned off).
  • Private Spaces that you join become visible in your left-hand navigation panel.
  • As a Space member, you can share folders, projects, and tasks housed within the Space with users outside the Space, unless it’s restricted by your license type or access role.

Public Space

Public Spaces help you manage and organize company information that’s shared internally and available to all teams.

  • All account users, except for external users and collaborators, can view public Spaces’ content without becoming Space members (unless inherited sharing is turned off).
  • Public Spaces that you join become visible in your left-hand navigation panel.
  • As a Space member, you can share folders, projects, and tasks housed within the Space with users outside the Space, unless it’s restricted by your license type or access role.

Create a Space

By default, regular users can create Spaces. However, this right can be adjusted in Enterprise subscriptions by account admins.

Option 1. Create a New Space

  1. Click the plus sign in the upper left-hand corner of your Workspace.
  2. Select "Space".
  3. Enter a Space’s name. 1
  4. Choose whether the Space should be public or private. 2
  5. Invite users to the Space: click on the field 3 in the “Members” section and select a user or a user group from the list. If you don't see someone: start typing their name and select them once they appear.
  6. Select Space admins: find a user who you want to make an admin, click their current role on the right 4 of their name and select “Admin”.
  7. Specify Space’s recommended and default workflows. 5
  8. Change the Space’s icon (it appears in the left-hand navigation panel): click “Change icon” 6 in the lower left-hand corner and select the icon’s background and emoji.
  9. In Business and higher accounts, you can select which access role 7 should be assigned to the "My Team” group in a public Space.

Spaces_-_Create_a_Space.png🔥Wrike Tip! You can also create Spaces from the Space Explorer: click “Explore Spaces” at the bottom of the left-hand navigation panel and click “Create Space”.

Option 2. Create a Space From an Existing Folder or Project

  1. Right-click the folder or project name in the left-hand navigation panel.
  2. Select “Create Space from this folder/project”
  3. Set up your Space as necessary by following steps 4-8 described above.
  4. Click “Create”.

The structure inside the created Space remains the same as it was within the original folder/project.

Join a Public Space

All account users, except for external users and collaborators, can join a public Space directly. External users and collaborators can join through an invitation by the Space admin.

To join a Space:

  1. Click “Explore Spaces” at the bottom of the left-hand navigation panel.
  2. Select a Space from the list or start typing a Space’s title and then select it from the list.
  3. Click “Join Space” at the top of the workspace (on the right of the Space’s title).

You’re now a member of the Space and your profile picture appears in the list of Space members. The Space (and the folders and projects tagged within it) appears in the left-hand navigation panel of your workspace.

Work in Spaces

There are two ways to interact with Spaces:

  • As an admin: can manage the Space itself and all items within it. Learn what Space admins can do on the Manage Spaces page.
  • As a member: can see a Space in the left-hand navigation panel, access and manage items stored in the Space.

In Business and higher accounts there are access roles that specify what Space members can do within a Space, so members’ permissions might be limited:

  • Full: user can do everything within a Space, except for actions that are reserved specifically for Space admins.
  • Editor: user can do everything that a user with the Full Role can, except for deleting and sharing Space content.
  • Limited: user can only view tasks/projects/folders, add comments, and change task statuses.

In Enterprise accounts, Space admins can also assign custom access roles to Space members.

Add Folders and Projects to a Space

Space members and Space admins can add folders and projects to a Space.

When you add folders and projects to a Space, they appear under the Space’s name in the left-hand navigation panel. To add a folder/project to a Space:

  1. Open a folder or project’s info panel.
  2. Click the “+” button which appears underneath the folder or project’s title.
  3. Begin typing the Space’s title.
  4. Select the Space from the list when it appears. If there are several items with the same name, look for the word “Space” under the name to distinguish it from folders and projects.


Leave a Space

You can leave a Space at any time, unless you are the only Space admin. In that case, you’ll need to add another admin to the Space first.

There are two ways to leave a Space:

  1. Click a Space in the left-hand navigation panel.
  2. Click the three-dot menu button in the upper right-hand corner.
  3. Select “Leave Space”.

Alternatively, you can:

  1. Right-click a Space’s title from the left-hand navigation panel.
  2. Click “Leave Space”.

You’re no longer a member of that Space. Your profile picture disappears from the Space’s list of members. The Space disappears from your left-hand navigation panel.

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