All articles

Team Plan: Start Working And Collaborating

Table 5. Availability

Free

Professional

Team

Business Plus

Enterprise Standard

Enterprise Pinnacle


Overview

Once you get accustomed to your new Wrike account, you can start working on projects and collaborating with your team. We've mentioned before how you can create a space, project, or task (or any other item). This page is here to teach you how to adjust statuses in your space, create custom fields and collaborate with your team while working on tasks.

Adjusting space workflow

Statuses help you track the progress of items within your project. You can use the workflow (set of statuses) Wrike provides you with, or you can adjust it, so it fits your needs.

There are two status groups: active and completed. Active statuses are used to indicate that work is being done, and statuses from the completed group serve to indicate that the work is done or canceled.

There are two ways to adjust the workflow (keep in mind that only space admins can do so):

  • You can do so from the space’s settings: click the gear icon next to the space’s name in the sidebar and switch to the Workflow tab.

  • Or from the Board view: open any project (sprint, campaign) in the Board view, hover over any status, and click the three-dot menu icon that appears 1. Next, select Edit workflow 2 from the list. You can also edit the selected status right from the Board view 3 and delete it from the workflow 4.

team_workflow_1.png

Once you've opened the workflow settings page, you can:

  • Add a status: click the Add Status button. 5

  • Rename a status: click the status and type the new name for it in the window that appears. 6

  • Change a status group: drag and drop the status from one column to another.

  • Change a status color: click on the status and select a new color for it in the window that appears. 7

  • Delete a status: click on the status you want to delete and click Delete status. 8

  • Lock transitions from a specific status, so users can only choose from certain predesignated statuses. 9 For example, if a task is In Progress, users will only be able to change the task to In Review or Completed. They won't see or be able to select any other status options.

team_wokflow_2.png

Adding custom fields

Custom fields are additional fields you can add to your items to track your team’s work. You can add them from the Table view.

To add a custom field to your project, switch to Table view, click the + 1 button to the right of the last column (or click on Fields 2 above the view) and select Create field 3 from the list. Select the type of the field you want to create from the list that appears. Next, you can add the field name and additional details. Once you're finished, click Create 4. This field will appear as a new column in Table view, and you can start editing the values right away.

team_cf_1.png

Available options:

  • Text

  • Number

  • Currency

  • Percent

  • Single select

  • Multiple select

  • People

  • Date

  • Duration

  • Checkbox

When you add a custom field to a project, it is added to all the items within this project.

To view custom fields added to such items as tasks, you can simply click on an item from the Table view (or any other view) to open it in the overlay and find all the custom fields listed under hidden fields.

team_cf_2.png

Collaborating with your team

Wrike gives you the ability to work on one task or project together with your team in one place.

Note

In the Wrike Team plan, each project can belong only to one space, and each item (task) can be added only to one project.

Assigning tasks

When your project is created, and all the steps are defined, you can start assigning these steps (items) to your teammates, making this person responsible for task progress and completion. We recommend you do not assign too many people to one item, so it is clear who is responsible for the implementation of this step.

Adding comments

While working on a task, you can specify everything you want to be done in the task description, or you can leave comments to specify details. You can @mention only those colleagues who need to see this comment right away, or you can use @followers or @assignees mentions to get the attention of everyone who is involved.

Adding files

You can attach files to the item (task) directly, or you can add them when writing comments. All these files are visible in the files section of the overlay view.

Additionally, you can add versions of the same file to the task to track changes, you can open files in the editor and save the new version to the same task.

Adding followers/following the updates

You can add someone as a follower on a specific task so they can track the updates, or, if needed, you can sign up as a follower yourself.

Sharing

When you create a space by default, it is visible to anyone in your account. You can make it more private by deleting some members from the space (space admins can do this from spaces' settings). If you still want some of your teammates to have access to specific projects or items, you can share them.

To share a project: open a project in any view and click Share in the upper-right corner of the view.

To share an item: open the item in overlay, scroll down to comments, and @mention this person in the comments.

Adjusting your work schedule

Account owner can adjust the default workweek settings for your whole team. When you do that, the weekends are marked in some views (for example Calendar and Gantt chart) which can help you with planning your work. This can be done from the Settings menu in the Work schedules tab.

team_workweek.gif

Additionally, each team member can add their own vacations, days off, and other out-of-office events to their calendar so their team will see it when assigning items.

team_schedules.gif

Integrating Wrike with other tools

On Wrike Team plan you can integrate your account with Microsoft Outlook and Slack. This will allow you and your team to work together using the tools your team might be already familiar with and still keep all your work in Wrike.

Learn more about Wrike integration with Slack here.

Click here to learn how to integrate your Wrike account with Microsoft Outlook.

Top