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When to Use: Tasks, Subtasks, Folders, and Projects

10 comments

  • Spot On! ๐Ÿ‘ Innovative Approach ๐Ÿ’ก Stellar Advice ๐Ÿ’ช
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    Marc Charnow

    (Edited )

    I moved my comment/question from here to the How To section, as

    Best Folder and Project Setup for cross-project and cross-department visibility.

    Seemed like a better place for it to live. Feel free to delete this.

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    Anastasia

    (Edited )

    @Marc, thank you for starting the discussion about Folder Structures! In case anyone else is interested in setting up a Project/Department structure, here's a link to Marc's post: ย Best Folder and Project Setup for cross-project and cross-department visibility

    Anastasia Community Team at Wrike ๐ŸŒŽDiscover... Wrike Discover and become a Wrike expert. Click here to learn more

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    Marc Charnow

    @Anastasia The article link you included in your comment is not working.

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    Anastasia

    @Marc, thanks for the heads up! I updated the link and now it works :)

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    Jason Dobrolecki

    I have a task set up with multiple subtasks. ย I'm trying to find a way to print out a summary of that task and include the subtasks to be able to share with someone outside of Wrike. ย The print task is great, but it only includes the parent task and not the sub tasks. Is this possible? ย 

    ย 

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    Anastasia

    Hi Jason, welcome to the Community! :)ย You're right, printing a task doesn't include the subtasks. Are you looking for a way to include a list of subtasks, or the full info from their description field too?

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    Lรฉo Torres

    Just to check if the way I'm planning to work is correct:

    Create a folder named after a client. Inside that folder, the differente projects we're doing for them and inside each project the tasks (and subtasks) needed to complete that.

    Did I get it right?

    Thanks in advance.

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    Stephen

    Hi Lรฉo, welcome to Wrike! This seems like a very good way to set up yourย client's Folders. However, you might want to create a parent Folder called 'Clients' first and build it out from there, so that you can easily find where you're storing all your Client's information rather than having a list of them in yourย mainย Folder tree.
    ย 
    See the example image below, where 'Clients' is theย parent Folder, then within that Folder, I have Subfolders; Client A, B, and C. Within each of these Subfolders I can create Projects, tasks, and subtasks for these clientsย (like you describe).
    ย 

    ย 
    This will keep your Folder tree (on the right-hand side) tidier and simple to find where you have stored your client's information.ย 
    ย 
    I'd also recommend taking a look at this article if you have not already, which is very helpful to get you started with yourย Folder treeย and there's an upcoming webinar onย Setting up your Workspaceย which I think you'll find very useful.
    ย 
    Any questions on any of the above, let me know :)

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    Ramkrishna Swamy

    Hi,

    What is the main difference using tasks/subtasks vs. projects, i.e. I can either create a top level task and then subtasks or project and tasks underneath.ย  They both have the same field except that projects have this additional 'status' with some color indicators that I cannot change.ย  Plus the other differentiator is that projects can be tagged to tasks but tasks cannot be tagged to another task.ย 

    Suggestions to use project vs. task?

    Do projects accumulate the dates and autoupdate on the start and end of the tasks within? I know they can be overriden but how can I make a project autoadjust to have the start of the first task and end based on the duration of the last task within?

    ย 

    Thanks.

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    Stephen

    (Edited )

    @Ramkrishna, good question!

    People find differentย ways to leverage the building blocks inย Wrike. Take a look at this help article if you haven't already. It will explain what projects and folders can help organize your workspace.

    • Perhaps think about how you plan to generate reports too - this will be super important to you later when you want to see the results. You can report by task or by project. However, if you decide to use tasks as 'projects' and subtasks as 'tasks', reporting might become a little more complicated. Take a look at the above report link for more information on how this works.

    My way of thinking:

    • folder: used primarily for storing projects so you can organize your Folder Tree. For example, you might have a folder for 'Clients', within this folder you might have subfolders for each client so all your clients' work is nicely organised in one folder which breaks into sub-levels. Within these subfolders, you can then create that client's projects - which are made up of tasks.
    • tasks: the list of work built into a project (like a to-do list) which is completed to achieve the project's goal.
    • subtasks: good for when a task needs to be broken down into smallerย work and assigned to different people.

    My advice is to only use subtasks when a task needs to broken into smaller parts, actioned by different people.

    Another thing to think about when creating tasks vs subtasks vs projects is ownership.

    • One person should have ownership of each task (the items needed to complete the Projects). Then usually you have a project owner, someone who 'owns', plans and organizes the overall project and is assigned at the Project level as the owner.

    I'd like to continue discussing, so it would be great to learn a little bit more about the work you do so we get a little more specific ๐Ÿ‘

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