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Work Templates

Table 169. Availability - Legacy plans


Overview

Important

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 beta feature.

The work templates feature allows you to create fully customizable templates based on regular projects and tasks. These templates can be tailored to the needs of your whole organization or specific departments and teams. You can configure dates, assignees, locations, workflows, select which custom field to show, and more to create domain-specific work templates like OKRs, user stories, bugs, requests, etc. Finished work templates can be used by account users in their future work.

Tip

Wrike stores information about which work template you used to create a work item. This info is available in filters: you can apply the Template Used filter to sort your work in the workspace. You can also use this filter in Reports, Table View, Gantt chart, and Dashboards.

There are two ways of using work templates:

  • Account-level work templates: These templates are available to all users in the account, except for external users and collaborators. Templates are stored in a library that account owners and admins can open from the homepage. Create new templates on the account level if they are relevant for the whole organization and need to be accessible to most users.

  • Space-level work templates: If you manage a team or department space, you can create space-level work templates that fit the specific needs of your team. When you create such templates, they automatically become available to all space members, except for collaborators. These templates are also not accessible to any other users in the account who are not part of the space.

Note

Work templates are not available in Locked spaces.

Work templates vs. Blueprints

Generally speaking, work templates are the next generation of Blueprints. They both provide users with the possibility to create work items out of pre-defined templates. But there are a few differences between the two. Additionally, since work templates is a Labs feature, it currently has a couple of limitations. You can use work templates and Blueprints in your account at the same time.

Work templates

Blueprints

Can be used on space level and utilize space-level custom fields

Only available on account level

The work template name is stored in the work item created from the template. Filtering by the template is available in Reports, Table View, and Gantt chart

The Blueprint name is not preserved in the work item

Full customization of the task view or the project info panel, including defining the custom fields that will be visible on work items created from the template by default

Work items created from Blueprints have regular task views or project info panels. All inherited custom fields are visible by default

Not available in API and request forms

Available in API and request forms

No granular sharing. Work templates are available to all regular users by default

Can be shared granularly with users and user groups

Enable or disable the work templates feature

Account owners and admins can enable the work templates feature for the whole account.

  1. Go to Wrike Labs

  2. Click Enable on the relevant card and refresh your workspace

To disable the feature, go back to Wrike Labs and click Disable on the relevant card.

Create work templates

Create an account-level work template

Account owners and admins can create new account-level work templates.

Work_Templates-Create_a_template.png
  1. On the Home page, select the Work templates section 1 on the right panel. Alternatively, select Work templates from the Launchpad. 2

  2. The work template editor will open. Here, you can:

    1. Add a title and a short description 3 for your template to help users understand when and for what this template should be used

    2. Set a status and the default workflow 4

    3. Add assignees or project owners 5

    4. Set start and finish dates 6

    5. For task templates: By clicking Select location, set a location 7 in which the real work created from the template will be added

    6. Click the Customize button 8 to define the list of custom fields visible by default.

    7. Add subtasks 9 (for task templates); add tasks and subprojects (for project templates). These items will be created automatically when users create real work from the template.

    8. Add the work item description and attach files if necessary

    9. Set up the context creation menu: click Menu setup 10 to select which work templates will be suggested to users when they add tasks and projects to the real work item created from the current template.

  3. Work template is saved automatically while you edit it, so once you are done with the template setup, you can just leave the view. Alternatively, click Work Templates in the breadcrumbs to go back to the template gallery.

Create a space-level work template

Space admins can create new space-level work templates in their space.

Work_Templates_-_Create_space_templates.png
  1. Navigate to the relevant space.

  2. Click the gear icon in the upper-right corner to open space settings. 1

  3. Select the Work templates tab. 2

  4. Click the Add task template or Add project template in the upper-left corner of the view. 3

  5. The work template editor will open. Here, you can:

    1. Add a title and a short description 4 for your template to help users understand when and for what this template should be used

    2. Set status and the default workflow 5

    3. Add assignees or project owners 6

    4. Set start and finish dates 7

    5. For task templates: By clicking Select location, 8 set a location in which the real work created from the template will be added to

    6. Click the Customize button 9 to define the list of custom fields visible by default.

    7. Add subtasks 10 (for task templates); add tasks and subprojects (for project templates). These items will be created automatically when users create real work from the template.

    8. Add the work item description and attach files if necessary

    9. Set up the context creation menu: click Menu setup 11 to select which work templates will be suggested to users when they add tasks and projects to the real work item created from the current template.

  6. Work template is saved automatically while you edit it, so once you are done with the template setup, you can just leave the view. Alternatively, click Work Templates in the breadcrumbs 12 to go back to the template gallery.

Edit, delete, and restore work templates

Account owners and admins can manage existing account-level work templates. Space admins can manage existing space-level work templates in their space.

  1. Navigate to the template gallery in the account or space that you manage.

  2. To edit a work template:

    1. Click on the relevant template

    2. Make the necessary adjustments in the template editor

    3. Updates to account-level templates are saved automatically

  3. To delete a template:

    1. Hover over the relevant template

    2. Click the recycle bin icon that appears in the lower-right corner

    3. Click Delete in the pop-up that appears to confirm your decision

To restore a template:

  1. Navigate to the Recycle bin.

  2. Locate and click the relevant template.

  3. Click the Restore button.

Manage work template suggestions

Account owners and admins can manage the visibility of existing account-level work templates. Space admins can manage the visibility of space-level work templates in their space.

You can make some templates visible in the context creation and under the big + button at the top of the workspace to provide users with quick access to these templates. This way, when users create a new task, project, or folder, they'll see the suggested templates in the list and can simply click on one of them and create work from it. Users will still be able to use the rest of the work templates but they'll need to use the corresponding search field to find them before creating work items.

To adjust the quick access menu:

Work_Templates_-_Manage_Suggestions.png
  1. Navigate to the relevant location: space, folder, or project.

  2. Click the + button at the top of the workspace. 1 Alternatively, click the Add task/project/folder drop-down 2 in List or Table view.

  3. Select Menu setup. 3

  4. Click the toggle button next to the relevant templates. 4 A white toggle means that the template is not displayed in the quick menu, while a blue toggle means the template is displayed. If the toggle is grayed out, the suggestion was already set for the whole space and it cannot be changed from your current location.

  5. Click Apply and back at the bottom. 5

If you adjusted a suggestion while directly inside a space, users will see the selected suggestions in all folders and projects that are inside that space. If you want to change this, you need to update suggestions from the space again.

If you are inside a folder or project, the selected suggestions will only be visible to users in that folder or project, alongside general space suggestions, if there are any.

Note

If you adjust the + button menu while not inside any location, e.g. while viewing the Home page or Reports view, the suggestion settings are applied to your personal space only.

Use a work template to create work items

All users, except for external users and collaborators, can create work items out of account-level work templates. All space members, except for collaborators, can create work out of space-level templates.

You can create real work out of work templates by using the big + button at the top of your workspace while you're in any folder, project, or space.

Note

If you create a work item from a work template using the + button while you're on the Home page, the work item will be created in your Personal space.

Work_Templates_-_Create_Work_Items.png
  1. Click on the + button at the top of the workspace. 1

  2. Click on the template you want to create work from. 2 If you don't see some template, start typing its title in the Search template or Blueprint field 3 and click on it once it appears.

  3. Enter the title. 4

  4. Click Create. 5

  5. Alternatively, check the Add another box to create the next work item from the same template without closing the creation dialog.

You can also create work items from work templates using context creation in List and Table views:

Work_Templates_-_Create_Work_Item_in_List.png
  1. Open a folder, projects, or space in the List view. 1

  2. Click the task drop-down. 2

  3. Select the relevant template. 3 If you don't see a template that you need, use the Search template or Blueprint field at the top of the dialog to find it.

The same steps work for Table view:

Work_Templates_-_Create_Work_Item_in_Table.png

Note

At the moment, work items cannot be created from work templates via request forms.

What's next?

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