All articles

Team Plan: Understanding Work Items

Table 3. Availability

Free

Professional

Team

Business Plus

Enterprise Standard

Enterprise Pinnacle


Overview

In Wrike, you can use work items to organize work, keep track of action items, and collaborate with your team. Spaces, projects, tasks, and subtasks are the main work items.

  • Spaces provide top-level grouping for your work items (projects, tasks, and subitems), such as by client, project, or any other division of your choice. They make it simple to group and navigate between diverse items that are used within the same team.

  • Projects are multi-step initiatives with a clear goal and a due date for every step. Use projects when you need to track the status of the project as a whole, not only individual tasks.

  • Tasks in Wrike are ideal for short-term or single-step items that you want to visualize as part of a larger goal. Subitems, on the other hand, can help you keep track of all action items within one task.

Important

Depending on the use-case template you’ve chosen when creating a space, you can see different pre-built work items in your space, for example, Sprint, Goal, Deliverable, or Campaign. These names can be changed anytime by the space admin.

Spaces

Spaces help you to store your team’s projects. You can choose to organize your account creating a space for each team you have, each client, or each region you work in.

Important

All users, except for collaborators, can create spaces. The user who created the space is a space admin and can access and change settings. Space admin can add more admins after a space is created, or even assign other team members to be the space's admins instead of themself.

You can choose to create a blank space or use a template to create a space with items that fit your team's needs.

There are two ways to create a space:

  1. Click the green + 1 button at the right-hand corner of your workspace.

  2. Select Space 2 from the list.

  3. Hover over the template you would like to use and click Select. 3

team_2_spaces_create_1.png

Alternatively, you can:

  1. Click the name of the space you are in 4.

  2. Select + Space 5 from the dropdown.

  3. Hover over the template you would like to use and click Select. 6

team_2_spaces_create_2.png

Your space is created together with the first project in it. After the space is created, you can adjust it further. Click the gear icon 7 next to the space's name to:

  • Change the space’s name 8

  • Add a space description 9

  • Add or remove users from the space 10

  • Change the space’s icon 11

  • Adjust the space’s workflow 12

  • Create request forms 13

  • Add automation 14

  • Adjust the naming for the items in this space 15

  • Delete the space or create a new one

team_2_spaces_3.png

Note

By default, all spaces in your account are shared with the My team group. That means that all regular users in your account have access to them. Space members can't change space settings, but they can create, manage, and delete projects and items. You can delete any user from the space (including My Team), so they won't have the access to the space anymore.

Projects

Projects help you track the progress of all items in a more organized way. You can create as many projects as needed within the same space and add items to each of them.

Important

If you created a space from a template, you might see different naming: campaign, sprint, group, or goal. In this guide, they are referred to as projects, since they serve a similar purpose. Space admins can change the default naming for all items in the space.

When you create a space, you have your first project in the space already created for you. You can start working simply by renaming the project and adding some items to it.

To rename the project:

  1. Right-click the project you want to rename.

  2. Select Rename 1 from the list.

  3. Insert the new name for the project and click anywhere outside of the field or press Enter on your keyboard.

_team_2_projects_1.png

From the same menu, you can:

  • Add items to the project

  • Copy its permalink

  • Share the project with your teammates

  • Change the project color (this will help you navigate between projects with ease)

  • Duplicate or delete the project

If you want to create a new project, click the +Project 2 button under the list of all projects in the space you are in now. As we've mentioned before, this button might be different in different spaces (+Group, +Campaign, +Sprint), depending on the template you've chosen to create a space.

When you click on the Info icon next to the project's name 3, you can open it in the work item view. From there, you can see details about the project as well as adjust them (set up the start and due date, assign the project, fill out custom fields, add a description and comments, and attach files).

_team_2_projects_2.png

Note

When you delete any item (project or a task), it’s not gone forever yet. It is sent to the Recycle bin, which will be introduced to the Wrike Team plan soon. As soon as it appears in your account, account owners and admins can go there to restore deleted items or delete them forever.

Tasks

Tasks or items (depending on the template you used) are smaller steps in your project. Space admins can adjust the default naming for items in the space according to your team's needs (they can be called tasks, items, requests, briefs, notes, etc.).

Note

Only regular users can create new items. Collaborators can view items shared with them and change items' statuses, and descriptions and leave comments.

In Wrike Team you can:

  • Create tasks

  • Assign tasks to teammates

  • Set start and due dates

  • Add task description

  • Attach files

  • Set the importance level

  • Set the status to track the progress

  • Add comments to collaborate with your colleagues

  • Add subitems (subtasks)

  • Move tasks from one project to another

Important

You have no limit on the number of attachments you can store in your account, but keep in mind that in Wrike Team you have 2 Gb of storage per user.

You can open any item in the overlay window to adjust its details by simply clicking on it from the Board view, Table view, Files view, Calendar, or the Assigned to me widget on the Home page.

team_2_tasks.png

It is possible to move items between projects within one space. To do so, open the task in overlay, find the Location field, click the pencil icon and select the new location from the list.

To monitor how your team is doing with tasks, create new items, or change task statuses, you can use one of our views: Table, Board, Calendar, Analytics, Gantt chart, or Files.

Top