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Anastasia

Hi David, thank you for sharing this idea! There's an existing request similar to what you've described here, and it would be great if you could add your vote to it: Setting permissions on who can mark a task or project to Complete. It also sounds like your request is applicable to all statuses in a workflow, not just "Complete", and it would be very helpful to hear some more insight about this in that post!

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I also have to wonder why there is even an opportunity for a Collaborator to change the workflow, much less see all the others that exist. It seems very confusing to someone who is supposed to be only seeing a small snippet of the program for ease of use. Sharing my tasks with a contributor, I do not want them to accidentally change the workflow and have the chance of losing the task altogether from the workflow. Seems to me the creator of the task should be able to lock the workflow and be the ultimate authority of the task. Also, why does the default workflow show up no matter what? There should be a way to get rid of this option as it becomes very confusing and means extra muscle memory training has to be done to prevent users from accidentally selecting statuses within. So much going on here.

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Anastasia

Hi Bill, thanks you for sharing your thoughts about this functionality here, this is really helpful! Something I wanted to mention is that it's possible to apply a Workflow to a Folder or Project, then it will show up first in status list. Right click on a Folder or Project in the Navigation panel to change its Workflow:

Please let me know if you have any questions about this!

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I agree that it doesn't make sense for everyone to be able to change the workflow.  We use Wrike in our company for many different purposes, including client-facing projects (where we enable client access as Collaborators), internal projects, and even HR hiring/interviewing. We have had to create some custom workflows to accommodate the different types of projects, but it doesn't make sense to allow just anyone to switch the workflow of a task.  In some cases, we have had client team members accidentally change the workflow of tasks, which causes some confusion.  It's one thing to train internal users on how to correctly use workflows; a different thing entirely to train multiple customers who don't spend their entire day working in Wrike.

I think ideally, the restriction would be driven off the "Full Access" vs "Editor/Limited Access" permission.  If you have "Full Access", you can switch the workflow of a task to one other than the default workflow.  Otherwise, you do not even see the other workflows as an option when you click the status dropdown.  Since Collaborators always have Limited Access, they would never be able to switch the workflow.

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Anastasia

Hi Elaine, thank you for this comment! I appreciate how you described the process here and I agree that this would make sense. Our Product Team regularly monitors the feedback here, and this insight will definitely be helpful.

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Although I think the post "Setting permissions on who can mark a task or project to COMPLETE" is great, I am with David on this one. We are sharing an account with several departments that have several workflows - all of them used in a regular basis.

However, all users can see all workflows and the clutter is insane. It doesn't matter what you set as default, as soon as you click on the change status button, a massive dropdown menu appears.

Please, add a function that allows to "share" specific workflows with specific groups of users asap.

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