Calendar View in Wrike
|
Availability: Legacy Business, Legacy Enterprise.; Unavailability: Legacy Free, Legacy Professional.; |
|
Availability: Team, Business Plus, Enterprise Standard, Enterprise Pinnacle. ; Unavailability: Free, Professional; |
Calendar view is one of Wrike Views that allows you to quickly display your work items on a timeline to keep track of what needs to be worked on and when. With this view, you can decide what needs to be added or rescheduled in your current projects, track the progress of running campaigns and activities, and plan future work on a large scale using the yearly or quarterly overview.
Apart from the Calendar view in Wrike, you can also use Calendars, which help you keep track of tasks, deadlines, and project milestones. These Calendars allow you to visualize timelines, set reminders, and ensure that all team members stay aligned on schedules and priorities.
Despite similar names, their applications differ. Calendar view focuses on an overview of work items on a project level or in a single location: a project, folder, or space. Use Calendar view when:
-
You are a project coordinator, manager, or program coordinator and primarily track single projects or campaigns.
-
You work on a single complex project and want to take advantage of a customized timeline view.
-
You have a single source that you'd like to have an overview of.
-
You need to track the status and overlaps of items without action across a particular project, folder, or space.
-
You often switch between different Wrike views, such as Table, Gantt, or Board, and want to see items on a calendar without leaving the window.
To learn more about Calendars and their application, visit Calendars in Wrike and How to Navigate Them
All users except collaborators can add a Calendar view.
To open your spaces and projects in Calendar view, you need to add it to your list of available views. To do that:
-
Navigate to the folder, project, or space where you want to create a Calendar view.
-
Click the + View icon next to the views listed.
-
Select Calendar from the available list.
-
In the pop-up which opens, name your view, choose if it should be public or personal. Click Create.
-
Your view will be loaded and saved as a visible option for you and other users.
-
(Optional) Click the three-dot menu next to the title of the view to Set view as default.
-
Click on Filters in the settings bar to choose available filter options according to your requirements.
Once you add the Calendar view to a location, you and other users can switch to it at any time, make it the default view for this location, and create Wrike views from it. Visit the Wrike Views page to learn more.
All users, including collaborators, can view spaces and projects in Calendar view.
Once you open a location in Calendar view, you see all items within that location on the calendar grid. Items are represented by colored bars that span across items' scheduled dates. The color of the item bars depends on the item status color.
Note
Tasks and custom items must have an end date to be displayed in Calendar view. Projects must both have start and end dates to be shown.
You can view items in weekly, monthly, quarterly, yearly, or multi-year time frames. Click on the time frame drop-down in the toolbar to select the relevant option.
With the multi-year view, you can see 5 years on one screen. This view is also available via public link and printed calendars.
Note
The items that can be shown in the calendars are limited. Items (both tasks and projects) that are shorter than 90 days won't appear in the multi-year view.
To view past or future periods, use the left and right arrows or the date picker on the left side of the toolbar.
You can also scroll between multiple weeks, months, quarters and years. It's only available for Calendar view. If you click on the three-dot menu in the toolbar, you can enable Allow scrolling. This allows you to see the current time frame, but also the previous and future ones.
If you need to quickly jump back to today, click the Today button to bring the current date into focus. Today's date is highlighted in blue on weekly and monthly time frames, and displayed as a blue line on quarterly, yearly and multi-year time frames.
To see specific items, click the Filter button next to Public links in the settings bar and select the relevant filters.
Milestones are task entities with a due date only. They are displayed with a unique diamond-shaped icon, colored according to their layer or status, on top of any item on the calendars. They can be viewed in all modes: week, month, quarter, year, and multi-year.
Milestones are always positioned at the top of the calendar view, above all other content within the group. You can convert any task-based item into a milestone.
Note
This feature is not available on weekly and monthly zooms.
If you don't need to see the exact start and end dates of work items on the calendar grid, click the three-dot menu button on the right-most of the settings bar and check Estimated durations. This way, items with shorter durations appear more prominent and easier to see on yearly and quarterly zooms. Alternatively, uncheck the option to see the items' exact durations.
Note
This feature is not available on yearly zoom.
Click the three-dot menu button in the upper-right corner of the toolbar and select Week numbers. On weekly and monthly zooms, week numbers appear at the beginning of the week under the Monday column on the left. On quarterly zoom, they appear under the week dates at the top.
Note
Not available on weekly, monthly, and quarterly zooms.
Click the three-dot menu button on the right-most of the settings bar, hover over Date Label and select Use fiscal year or Use calendar year.
Click the three-dot menu button on the right-most of the settings bar and check Include subitems to display subitems or uncheck it if you don't need to see them. Remember that subitems are also affected by the current filters on the view.
Note
This feature is not available on quarterly and yearly zooms.
Click the three-dot menu button on the right-most of the settings bar and check Weekends to display weekends on the grid or uncheck to hide them.
All users except collaborators can create new work items unless their access role in the current location restricts them.
-
Click on the relevant date on the calendar grid.
-
Select what kind of item you want to create from the drop-down menu on the right.
-
Enter the item's title.
-
Click Create to finish creation. Alternatively, also click More options to adjust the item if necessary.
When you create a new item on weekly and monthly time frames, it has a 1-day duration by default. On a quarterly time frame, the item has a full working week's duration by default, and on a yearly time frame, a full working month's duration.
To reschedule an item on the view, click and hold it, and then drag it to the relevant dates.
Note
With Fields in calendars, you can also reschedule items from the new preview card.
To adjust the item's duration, hover over its left or right side, then click and drag the side of the bar to the relevant date.
You can configure a set of Fields in the Calendar view.
You’ll find Fields between Filters and Public links on your Calendar view.
You can add almost any field, including system fields, to your calendars for a personalized view of tasks and projects.
Click on + Custom Field to create a new custom field. This field will be attached to the current space or location. If you don't have permission to add custom fields in a specific space or location, the custom field will be created at the account level.
Note
You can only add Fields based on your permissions within a Project or Space.
Clicking an item once in your Calendar view opens a Preview card with relevant fields and information, and a double-click opens the full item view.
This card shows the selected Fields with their values, but only those that apply to the item type. Fields specific to projects or folders won't appear on task-based items, and vice versa.
You can edit system field values (e.g., assignee, location, dates) directly from the Calendar. Additionally, you can adjust the values of Custom fields as needed.
Note
You can add and edit values of Fields based on your permissions within a Project or Space.
In the Calendar View, the set of fields is configured and stored per view. The list of Custom fields in the Fields menu is derived from the parenting location in the Calendar View.
All users except collaborators and external users can create and manage public links.
Note
This option might not be available in your account if the creation of Calendar public links is disabled.
You can create a link to the view and share it with people outside of Wrike. Anyone with the link will have an up-to-date view of all work items that were displayed on the view when you created the link.
-
Navigate to the relevant location and open it in Calendar view.
-
Apply the relevant filters and select if you want to include subitems
-
Click the Public links button in the settings bar..
-
If this is your first link, a side bar will open on the right-hand side. Click the + Public link button.
-
Enter the link title.
-
Press Enter on your keyboard.
People who open the link will see the same items on the grid as you did when you created the link. The link view is static, so if you change the view filters in Wrike, these changes will not be reflected in the public link view.
-
Navigate to the relevant location and open it in Calendar view
-
Click Public links in the upper-right corner
-
Hover over the relevant link. From here, you can:
-
Click
to open the link in a new tab.
-
Click
to copy the link to your clipboard.
-
Click
to edit the link title.
-
Click
to delete the link. When you do this, people who have the link will no longer be able to access the Calendar view data.
-