Custom Item Types in Wrike
Custom item types let you create task and project types that fit your team’s workflow. You can manage them at the account or space level, set suggested subitems, and use mass actions to update or delete multiple types. Only admins and account owners can edit or delete custom item types. You can also track and organize your custom item types across your workspace.
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Availability: Legacy Business, Legacy Enterprise.; Unavailability: Legacy Free, Legacy Professional.; |
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Availability: Business, Enterprise, Pinnacle. ; Unavailability: Free, Team; |
Custom item types in Wrike let you create fully customizable task- and project-based item types tailored to your organization's or specific teams' needs.
Instead of using generic tasks and projects, your team can work with domain-specific custom item types like objectives, key results, user stories, bugs, requests, HR candidate cards, or any other item type you need.
Custom item types help you mirror your business processes in the Wrike workspace using your terminology. Custom item types don’t include any pre-filled content such as assignees or dates, except for the description field, which can be added while creating. They serve as frameworks for specific types of work. For each custom item type, you can define which sections to display on the item view and add type-specific custom fields, automation, unique icons, and suggested subitems.
Identify the scope
First, identify the scope of your work process. This helps you define the exact custom item types you need to create and on what level.
There are two levels of custom item types:
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Account-level custom item types:
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All users in the account, except for External users, Collaborators, Contributors and Viewers, can create work from these types.
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Account owners and admins can manage all custom item types (CITs) in one centralized location under Account Settings, using a table-based interface. This tabular view allows you to easily sort, group, and customize the displayed information. You can add or remove fields, configure properties, and quickly compare multiple CITs side-by-side all in one place, streamlining the management process.
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Create new account-level custom item types if they are relevant for the whole account and must be accessible to most users.
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Space-level custom item types:
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Create space-level custom item types if you manage a team or department space and you need custom items that fit your team's specific needs.
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Space admins can easily manage all space-level custom item types from the Custom item types tab in space settings. This centralized view lets you:
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Browse all Custom item types in a sortable and filterable table.
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Search for specific item types by name.
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Group and organize them based on relevant criteria (e.g., status or type).
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Customize the table view by choosing which fields and attributes to display.
You can also identify and remove unused or outdated Custom item types, helping keep your workspace clean and organized.
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These types are automatically available to all space members who have the right to create work in the space.
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Note
In public spaces, custom item types are available for all users who access the space, except for External users, Collaborators, Contributors and Viewers.
In private spaces, space-level types are available to space members and users outside the space if you share with them some folder, project, or task in which creation from space-level custom types is allowed.
Additionally, all users, except External users, Collaborators, Contributors and Viewers, can create items from any space-level custom item types in the account via API.
Create relevant custom item types
Next, create all relevant custom item types. When creating a type, you can define which subitems it's allowed to have.
By doing this, you:
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Prevent users from adding irrelevant items to the work created from the type.
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Ensure the workflow remains uninterrupted.
Then, manage which custom item types will be suggested to users by default when they create work.
Use your custom item types
Once everything is set up, it's time to use your custom item types:
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Users in your account can now create real work from the custom item types.
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Set your request forms to create work items from custom item types. When users submit a request, the resulting work in Wrike is created out of a custom item type.
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Work in Wrike can also be created from custom item types via API.
Wrike stores information about which custom item type was used to create work. This info is available in filters: you can apply the Custom item type filter to sort your work in the workspace. You can also use this filter in Reports, Table View, Gantt chart, Board view, and Dashboards. This information is available to all users in the account, including Collaborators, Contributors and Viewers.
You can manage multiple custom item types at once using mass actions in the custom item types management table.
Space Level
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Open the space where you want to manage custom item types.
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Click the gear icon next to the Space overview tab to open Space settings, then select Custom Item Types from the menu.
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Hover over a custom item type in the menu.
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Select the checkboxes next to the custom item types you want to choose.
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Use Select all to choose every custom item type at once.
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Click Unselect all to clear all selections.
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Click the Delete button in the toolbar to remove the selected custom item types.
Review the warning message in the dialog box, then confirm if you want to proceed.
Account Level
Note
Only admins and account owners can delete or modify Custom Item Types at the account level.
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Click your profile image in the upper left corner.
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Select Settings, then choose Custom item types under Account management.
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In the menu, hover over each custom item type.
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Select the checkboxes next to the custom item types you want to choose.
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Use Select all to choose every custom item type at once.
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Click Unselect all to clear all selections.
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Click the Delete button in the toolbar to remove the selected custom item types.
Review the warning message in the dialog box, then confirm if you want to proceed.
Tip
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To select all custom item types at once, you can also click the checkbox at the top of the serial number column.
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You can delete up to 100 custom item types at a time. It’s not possible to delete more than 100 custom item types at once.
Wrike gives you a range of data points to help you track, organize, and understand your custom item types.
You can show or hide these columns by enabling/disabling the toggle button under the Fields option.
The data points are:
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Author: Displays who created the custom item type.
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Belongs to: Shows where the custom item type is created - either in a space or at the account level.
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Created date: Shows when the custom item type was created. This helps you track how long it’s been in your workspace.
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Created total: Displays the total number of work items created from this item type.
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Created this month: Shows the number of work items created from this item type in the current month.
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Description: A user-added field where you can enter details or a summary of the custom item type.
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Last created by: Shows the user who most recently created a work item from this item type.
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Last created date: Displays the date when the most recent work item was created from this item type.
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Last edited by: Shows who last made changes to the custom item type settings.
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Last edited date: Shows when the custom item type was last updated.
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Type: Indicates whether the custom item type is a project or task.
Note
For existing accounts, retrospective data is available starting from 2024.
For readability, this data point may appear under slightly different names depending on the feature.