Set up a project pipeline

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Alison Mack

 Hi,

I am in my trial period and trying to figure out if I can get Wrike to automate my organisation's project pipeline.

I have set up request forms based on our existing project documentation (idea, plan) but can not work out how to link these with a workflow. I want anyone in my organisation to be able to submit an idea request form but only some to be able to authorise that idea to become a plan. Likewise I want anyone to be able to complete a plan request form but only some to be able to give a project permission to do (I also want the workflow to be able to use information about the project to determine who needs to authorise it). 

Has anyone done something like this or can anyone recommend a how- to guide or video?

Thanks for helping

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Ksenia T

(Edited )
Hi Allison! This is a very interesting question, and there are several solutions for your use case, I'd love to share some tips on organizing this.
 
To start with, you can create separate Folders for each of the described workflows: a Folder for ideas, a Folder for plans, etc. While creating a Request form  you'll need to specify the Folder where the submitted Request lands. In such a way, you'll organize all the Requests and will have quick access to Requests of a certain type in a specific Folder. Then you'll need to decide who from your team will be responsible for each type of inquiry. In other words, that user or several users will be the ones who decide if the submitted idea becomes a plan or it should be declined. When the decision is made, you'll need to add that person (or people) as an assignee in the appropriate form. After all you'll get the following result:
  • All newly submitted Requests will be organized and will appear in the corresponding Folder.
  • All the newly created tasks will be assigned to the person or several people who will be in charge of these tasks.
If you don't want to specify any assignee in the form builder, I can suggest to go this way: instead of Folders you'll need to create Projects and add all the decision making users as the owners of these Projects. When they become the owners they need to start following the Project in order to get notifications about the submitted requests. If one of the owners of the Project feels that new Request is his scope of responsibility, they can assign that task to themselves and then decide the fate of that task.
 
What do you think about these solutions? Do you think one of them might work for you? If not, I'd love to hear some more examples so I could better understand your use case and think of some other workflows for this.

Ksenia T Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Ksenia T Wrike Team member Become a Wrike expert with Wrike Discover

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Alison Mack

Hi Ksenia,

 

Thanks for these solutions. I am going to try the first option. I have a  follow on question if the person who is responsible for moving it into detailed planning is identified in the request form is there a way to inform / prompt them to review and approve the form? As PMO I want to be able to see all the idea and plan forms (and to comment on them) but I do not approve forms.

 

Yours,

 

 

Alison

 

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Ksenia T

Thanks for getting back to me, Alison!

The users who are specified as assignees in a Request Form will get a notification once a task is created out of a submitted form. They will receive an email notification and an Inbox notification. Once they receive it, they'll be able to check and decide if it is an efficient idea or it can be declined. I recommend taking a look at Custom Workflows, which allow you to set up certain sets of statuses which you can apply to specific Folders, such as the Folders for incoming Requests. These workflows can include statuses such as “Approved” or “Declined”, as well as any others which apply to your Requests.
As a PMO, you can just follow a Folder where the tasks land in order to get notifications and to be well informed about all the new ideas of your team members.
Does this answer your question? Happy to continue this discussion!

Ksenia T Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Ksenia T Wrike Team member Become a Wrike expert with Wrike Discover

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