Communicating externally

At my company we provide testing services to external clients.  There are many communications we would like to give them about the status of their sample in the process (which we build as individual projects in Wrike).  We would love to automate the email notifications to the clients and I'm just wondering how anyone else has tackled this.  Currently we just create a task to our Business office to notify the customer that generates as a dependency when the previous task is closed.  It works but it definitely is not efficient.  Any ideas are appreciated!

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Hey Sarah, happy to see you here in the Forum 🙂

I wonder if you have considered adding your external clients as Collaborators? They'll be able to receive the same email notifications as Regular Users, but have limited rights within the Workspace and do not require a paid seat. Please check out this Help Center page on Collaborators to learn more and get back to me if you have further questions 🙌

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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Hi Lisa!  

We did consider making them collaborators but because they are on the same domain there's a limit to how many we can have.  We are a large academic institution and do research for different departments all across campus as well as externally.  We also put more detail into Wrike then we would be comfortable having them see so I was just hoping there was a different way we could communicate.  Thanks for the response!

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You are very welcome, Sarah 🙂 I thought about what else could be done in your case, and, depending on the type of things you'd like to communicate externally, and also on the number of those clients, you can check out other options that Wrike has:

  • Share Calendars to non-Wrike users by creating external links: you can set up a Calendar for your clients with Tasks that will communicate, for example, the completion of a project you were working on for them.
  • Gantt Chart Snapshots create a static record of what the Gantt Chart looks like at that moment for a Folder or Project. When you create a Snapshot, a link is generated and saved in Wrike. Sharing the link to a Gantt Chart Snapshot allows others (including non-Wrike users) to view a project’s current timeline.
  • Report Snapshots capture what your Report looks like at the moment the snapshot is taken. When you create a Snapshot, a link is generated and saved in Wrike. Regular users on Business and Enterprise accounts can create a Report Snapshot, and anyone with a Snapshot link is able to view it. 

I understand this might not be ideal, and I'm looking forward to hearing your thoughts on using some or all of these options if applicable 🙌

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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