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Creating Custom Item Types

Table 41. Availability - Legacy plans


Overview

Before creating custom item types, you need to identify the scope of the work process:

  • If it is relevant to all or most users in your account, create an account-level custom item type that will be accessible throughout your whole workspace.

  • If the custom item type you plan to create is too specific and only relevant for a single team or department, create the item type on space level. This way, it won't be visible to non-space members by default.

Another thing to consider is whether your custom item type should be task- or project-based. In general, they act similarly to the regular tasks and projects in Wrike:

  • Project-based custom item types can have tasks, projects, and any custom items as subitems. In comparison, task-based custom item types can only have tasks or other task-based custom item types as subitems.

  • Features like Project progress, Custom field data rollup, Bookings, and Budgeting are only available in project-based custom item types. And features like mass editing and dependencies on the Gantt chart are only available in task-based types.

  • Only project-based types are visible in the left-hand navigation panel and can be displayed on different views alongside its subitems. At the same time, only task-based item types can be displayed on Board view.

  • Task- and project-based items can't be in the same report or on the same widget in dashboards.

Once you know on which level you want your custom item type and if it should be based on tasks or projects, you can follow the instructions below to create one.

Create an account-level custom item type

Account owners and admins can create new account-level custom item types.

Note

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

Custom_item_types_-_Create_account_level.gif
  1. Click your profile image in the upper-right corner of the workspace.

  2. Select Settings.

  3. Click Custom item types in the panel on the left. You may need to scroll down to see it.

  4. Click Create task type of Create project type in the upper-left corner of the view. If that's your first item type, you'll also see these buttons in the middle of the view.

  5. In the pop-up that opens, enter the name of your item type and click Create and edit.

  6. The custom item type editor will open. Here, you can:

    1. Change the icon of the item type.

    2. Add the item type description.

    3. Select the default workflow for your item type.

    4. Determine the subitems list. Here you restrict what other tasks/projects or custom item types users can add as subitems after they create work out of the current item type.

    5. Select which sections should be visible on the item type view. You can hide or unhide any section on the view using the eye icon next to it.

    6. Reorder the system and custom fields on the right: Hover over them, click the three-dot menu button, and select Move up/down. Or click the dotted icon to the left of the field and drag it to the relevant position.

    7. Set up automation for this item type.

  7. Your changes to the custom item type are saved automatically while you edit it, so once you are done with the setup, you can just leave the view. Alternatively, click Custom item types in the breadcrumbs to return to the template gallery.

The account-level custom item types are available to all users in the account (except for external users and collaborators), which means they can create work from this type. You can manage where this item type will be suggested to users in the creation menu.

Create a space-level custom item type

Space admins can create new space-level custom item types in their space.

Custom_item_types_-_Create_space_type.gif
  1. Navigate to the relevant space.

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

  3. Select the Custom item type tab.

  4. Click the Create task type or Create project type in the upper-left corner of the view. If that's your first item type, you'll also see these buttons in the middle of the view.

  5. In the pop-up that opens, enter the name of your item type and click Create and edit.

  6. The custom item type editor will open. Here, you can:

    1. Change the icon of the item type.

    2. Add the item type description.

    3. Allow quick access to this item type to users in the space by switching the toggle button. This way, the custom item type will be available in the creation menu within the space and all folders and regular projects/tasks inside of it.

    4. Select the default workflow for your item type.

    5. Determine the subitems list. Here you restrict what other tasks/projects or custom item types users can add as subitems after they create work out of the current item type.

    6. Select which sections should be visible on the item type view. You can hide or unhide any section on the view using the eye icon next to it.

    7. Reorder the system and custom fields on the right: Hover over them, click the three-dot menu button, and select Move up/down. Or click the dotted icon to the left of the field and drag it to the relevant position.

    8. Set up automation for this item type.

  7. Your changes to the custom item type are saved automatically while you edit it, so once you are done with the setup, you can just leave the view. Alternatively, click Custom item types in the breadcrumbs to return to the template gallery.

The space-level custom item types are available to all members of the space who have the right to create new items.

FAQ

Is there a limit to the number of custom item types I can create?

No, there is no limit. You can create as many item types as you need.

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