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Work Templates

Table 171. Availability - Legacy plans


Overview

Important

This experimental feature was available in Wrike Labs until April 13, 2022 and it's currently under development.

In accounts where Work Templates were enabled before that date, users can still use their existing work templates. Account owners and admins in these accounts can disable Work Templates in Labs but it won't be possible to re-enable the 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. 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, Board view, and Dashboards. This information is available to all users in the account, including collaborators.

There are two ways of using work templates:

  • Account-level work templates: All users in the account, except for collaborators, can create work items from these templates. The 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.

Edit, delete, and restore work templates

Account owners and admins can manage existing account-level work templates that are shared with them. Space admins can manage existing space-level work templates in their space.

Note

On Enterprise accounts, the types of users who are allowed to use this functionality may differ due to user types settings.

  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.

Sharing work templates

Account owners and admins can manage sharing settings for account-level work templates that are shared with them. Note that space-level work templates are shared with all space members automatically, and it cannot be changed.

When you create an account-level work template, it's automatically shared with you, and with the My Team user group, external users don't get access to the template automatically. You or any other account admin with whom the template is shared can change its sharing settings:

Work_Templates_-_Share_Template.png
  1. On the Home page, select the Work templates section on the right panel. Alternatively, select Work templates from the Launchpad.

  2. Click the relevant template in the template library or create a new template.

  3. Under the template title in the upper-left corner, click the sharing menu button. 1

  4. In the pop-up that opens, you can:

    1. Remove some users or user groups to unshare the template from them. To do that, hover over their name and click the X button 2 that appears on the right. Note that you cannot unshare a template from the user who created it.

    2. Add more users to share the template with them. To do that, in the field at the top of the pop-up, 3 find the relevant user or user group and click on it.

  5. Click Save. 4

If a work template is shared with a user, they can create work items out of it unless the user is a collaborator. If a template is shared with an account owner or admin, they can edit and delete the template in addition to creating work items out of it.

Manage work template suggestions

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

Note

On Enterprise accounts, the types of users who are allowed to use this functionality may differ due to user types settings.

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 Item button 2 in List or Table view and then click the blue Task drop-down that appears on the right.

  3. Select Customize menu. 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 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 can navigate to relevant folders/projects and change the suggested templates in them individually.

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 collaborators, can create work items out of account-level work templates that are shared with them. All space members, except for collaborators, can create work out of space-level templates.

Note

To let external users create work items out of account-level work templates, account admins or owners need to share the templates with them.

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.

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.

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.

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 Item button 2 and then click the blue Task drop-down 3 that appears on the right.

  3. Select the relevant template. 4 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

Tip

You can also set your request forms to create items from work templates. So when users submit a request, the resulting task/subtask or project in Wrike is created out of a work template.

Additionally, account owners and admins, as well as space admins, can create work out of work templates right from the account- or space-level work template libraries, respectively. To do that:

  1. Navigate to a work template library:

    1. For account-level templates, if you're an account owner or admin: On the Home page, select the Work templates section on the right panel. Alternatively, select Work templates from the Launchpad.

    2. For space-level templates, if you're a space admin: In your space, click the gear icon in the upper-right corner to open space settings, then select the Work templates tab.

  2. Hover over a relevant template and click the Use template button that appears.

  3. In the pop-up:

    1. Enter the task/project title.

    2. Select the location where you want to place the created task/project.

    3. Check the box Notify assignees if you want them to receive an Inbox notification.

    4. Check the box Reschedule to select a different start or end date.

  4. Click Create.

Disable the work templates feature

Account owners and admins can disable the work templates feature for the whole account. Keep in mind that as of April 13, 2022, you can't re-enable the feature for the account after you disable it.

  1. Go to Wrike Labs

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

What's next?

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