[Status: Launched! ๐Ÿš€] Document Management

Any ideas on document management within wrike?  As funny as that sounds it would be a very powerful tool.

 

We are a design/build firm.  Let me give you a simple example:

Currently, if we complete a design we submit a proposal.  This proposal gets saved on our file server.  Sales people traveling remote have to connect via VPN (rarely works etc.) and where does it end up?  There desktop, not shared with anyone else.

Now they get the approval, yay!  Except they start a task for the ordering process.  No proposal to be found.  So now we have to follow up and ask, signed proposal?  New Customer form?  A few days go by because they are traveling.  We get it posted and start ordering.  

We lose about a week all the time on this and on top of that file server access is very cumbersome.  I am wondering if since we open a project up on every situation is there a way anyone has created a bit of a workflow / document management solution within Wrike?  Especially with the version controls it would be great.

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In our old system we had a foldering system: Source, Drafts, Approval folder and Final for hand-off to vendor or web...

I really liked that system. I am hoping that we can adopt the Proofing and Approvals and that it will solve our file management issue in Wrike. 

I am pushing for it!

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Hi there Ivan :) It sounds like the process you're describing has multiple steps: submit proposal, get approval, begin the ordering process (and maybe there's more that needs to happen after that). Since this is a series of steps that happens frequently, I think templates might be really helpful. To use templates: 

  1. Create a task. In the description field of the main task add notes letting people know all the information they need to provide/attach in order for the process to be completed (the proposal, new customer form, etc).
  2. Add subtasks for each step in the process: submit proposal, get approval, etc. You can add assignees, due dates, and notes to each task. You can even create dependencies between each subtask. 

Now when someone needs to start the process they would go to the template, duplicate it, rename it, and then start adding information. 

If you just want to use one task (instead of a task with subtasks) then you could create a Request form instead of a task template. You would just want to make sure to ask for all the necessary information in your Request form. Submitted forms would go into a Folder/Project where you could keep an eye on any open proposals and begin working on them. 

Do either of those options sound like they might work for your team?

Stephanie Westbrook Community Team at Wrike Become a Wrike expert with Wrike Discover

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Stephanie, we basically have something like that in place now.  I was looking more for document management so we could store drawings, proposals, vendor quotes, etc. in an organized fashion in the cloud.

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I too, have asked for a system where we can manage our documents.  I'd love the ability to store via a foldering system. 

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Hi Ivan, I'm sorry I misunderstood your post, but I understand now. I'm going to add a +1 from you and from @patricia for this feature request.

Stephanie Westbrook Community Team at Wrike Become a Wrike expert with Wrike Discover

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Since you are a Wrike Team Member any chance of trying to run this by the developers to see if it could be implemented?  As a PM tool that would be a huge and a major differentiator for you guys :)

 

And we would really appreciate it :)

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+1 to have easy access to documents. Currently users need to know in which task or project a given document resides - would be great to just have a page of all docs within a project with a notes field and a link to where it was attached (or folder system as others suggested).

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@Ivan I checked in with a product manager about your request and it's not on the near-term roadmap right now. That said, they definitely have the request in their queue.

@Erica Hello! We added your +1 as well. I also want to mention a search command that might help you find your attachments more quickly. You can use the search command "file:" (without quotes) to search just file attachments. You can search files by keyword (file:wrike) or by extension type (file:*jpg). If you're searching by file extension you'll need to include an * before the extension. Would that help your team at all?

Stephanie Westbrook Community Team at Wrike Become a Wrike expert with Wrike Discover

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@stephanie @ivan @erica

One of the things I have asked for in the past, which may be a quicker fix is this: 

Can all of the attachments, where ever they are posted (in a task or on the right hand panel) all land in the FILES and ATTACHMENTS section?

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@stephanie Thanks. If they need any assistance on beta testing or for a client to share in what would be helpful sign me up! That goes even beyond document management as I would be happy ot help, but in particular on that one. @patricia I could see that helping for sure. I still think it would get really cluttered and messy overtime unless our people actually named files right (which will never happen lol). But, if it could do that (and pull from subtasks and folders) that would be fantastic

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@Stephanie  Thank you. The search commands are helpful for the interim. Thanks for sharing.

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@Erica Happy to hear that!

@Ivan I will definitely let you know if they do begin working on this and need a beta tester. Thanks for offering!

Stephanie Westbrook Community Team at Wrike Become a Wrike expert with Wrike Discover

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@Patricia Just wondering where the Files and Attachments section is in Wrike? I have only just begun using this software, but I too am struggling where to store all my documents for the project so my teammates find them.

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Anastasia

Hi Angela! The Files and Attachments section in Patricia's post refers to a feature request from her, and I'll be happy to add a +1 vote from you too. As for where to store Project related attachments - we recommend including them in the Project info section (if the same files are used throughout a whole Project), or in the individual tasks they are related to. As suggested above, you can also use Search Commands to find certain files within a specific Project. Let me know if any other questions come up about this! :)

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@Stephanie: Please add  another +1. I want to emphasize the need to have a document management system inside Wrike. Creating documents on a shared platform, organising versions, getting approval and finally filing the documents are crucial activities of Project management. It would increase the integration on Wrike significantly.

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Angela:  We post all of our files in the middle section (you files will automatically land here)
of the right hand panel in Wrike as opposed to in our specific tasks.  This requires appending the file name with a descriptive name like JOBNAME-1234_source or date or v2, etc. Wrike automatically keeps track of the date and person who posted the file.  You can upload into that section by dragging the file to the lower right hand panel or by using the paperclip icon.  

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@Ralph, Hi! I'll be happy to add a +1 for you, thank you for adding your feedback here. We'll make sure to add a +1 for anyone else requesting the feature on this thread as well. 

Stephanie Westbrook Community Team at Wrike Become a Wrike expert with Wrike Discover

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Not having a document management application is one of the most significant missing features in Wrike.  This is a critical feature that I'll bet 90% of Wrike users need. I think it is an enhancement that should be at the top of the improvement list. Add my voice to the vote to add this feature.   

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Please add a +1 from me as well for the document management request!

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Anastasia

@Kevin and @Coilin, I've added your votes to this request. Thank you for your input!

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Please add another +1. I think it would be really useful

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Add another +1 here, please.  This has become a hot topic for our team...with no solution that works well so far.

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My firm has a trial account. I found this thread because we, too, were hoping for document management within Wrike.

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Please add us to the request list as well.  Thank you.

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Anastasia

Hi everyone! I've added +1's to the existing internal feedback request, and I wanted to let you know that we just launched a new Product Feedback section on the Community. This is the perfect place for sharing and discussing feedback with the Wrike Team and other users. Looking forward to learning about your ideas there! :)

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Has anyone on here used the Google integration for their file management? 

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Add a +1 for our team as well please

 

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The ability to elegantly manage our documents in Wrike has come up again. I really don't want to have to use another system that drives our team out of Wrike to manage files and versions.  We really need to be able to manage source files, drafts, and finals.  Checking in on the progress of this feature update.  Thanks all!

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I'll add my vote to this and say that (at least for our use case) a lightweight version of "Document Management" would be enough. Simply a view (like "List", "Board", "Table"...) that shows all of the attachments on any children folders/projects/tasks. Essentially the page could render the results of a "file:" with "folder:" search. We've used Asana in the past and this was a very useful feature.

 

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