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Is there a method to set up a project or folder that won't send notifications to people assigned?

12 comments

  • Spot On! ๐Ÿ‘ Innovative Approach ๐Ÿ’ก Stellar Advice ๐Ÿ’ช
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    Ryan Nelson

    (Edited )

    If these are active tasks there is not a way to set them up with out notifications, as far as I know.

    If this is a planning folder or project you can set it up in Blueprints and notifications will not be sent.

    Just curious, if it is an active folder or project, why would you not want notifications to go out.ย 

    Hope this helps.

    -Ryan

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  • Spot On! ๐Ÿ‘ Innovative Approach ๐Ÿ’ก Stellar Advice ๐Ÿ’ช
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    Bryan Hoff

    (Edited )

    Hey Ryan,

    The driver behind the request to do resource allocation.ย  Our product cycle is pretty short at about 14 weeks and we have about 40 tasks per project.

    Currently, I have about 20 active projects and another 30 on deck.ย  If I want to play with scheduling and planning, I don't want to swamp my product teams with notifications that are not relevant to them at this time and are subject to change.ย ย 

    Also, given how reporting works, having all the tasks show up doesn't help create a clean view when I want to look at resource allocation across 20 projects.

    I've created a separate project where each task represents a project for some generic planning.ย  I want to take this further by adding resources but not spam them or clutter their to do lists.

    I'll likely go the blueprints route.ย  Was hoping the personal space would truly be a personal space/playground for managers, but as soon as I add someone it shares.ย  Would be nice to be able to toggle that in some fashion in the personal space.

    Thanks for the reminder on Blueprints, we're only using that for templates. Would rather not clutter it, but think I can make that approach work.ย 

    ย 

    EDIT: Just really looking for a sandbox.ย 

    Thanks again!

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    Gina Meibusch

    You could create a set of dummy users (use Collaborator, as no licence fee) with bogus email addresses (e.g. a gmail +(name) etc on the end).

    Set up your projects with these dummies assigned and play around until you're happy with the resource allocation.

    When you are ready to go, select all tasks in the project and do a "switch assignees" to bulk transfer to your actual users.

    e.g set up with bogusJohnSmith then when ready to go-live, "Switch Assignees" to the real John Smith - only then will he be notified.

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    Lisa

    Thanks for your insight, @Gina๐Ÿ™Œ

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    Donald Litz

    Why not just place the project on hold?ย  I am new, so not really as mush of a solution offered but a question to a problem I for see my self running into.

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    Ryan Nelson

    Hi Donald, What do you mean by "On Hold", you can deffer tasks or a project, if that is what you mean.ย 

    When the project or tasks with in the project are first created, they are marked as active. You can then mark it as deffered, and then assign it, but notifications may still be sent since it is in your active workspace. Blue prints, or assigning the tasks and project to a dummy collaborator account maybe your best option.ย 

    Hope this helps.

    -Ryan

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  • Spot On! ๐Ÿ‘ Innovative Approach ๐Ÿ’ก Stellar Advice ๐Ÿ’ช
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    Bryan Hoff

    (Edited )

    In case someone stumbles on this old post...Read:

    An even older post - https://help.wrike.com/hc/en-us/community/posts/115000153925-Ability-to-Assign-Tasks-to-Generic-or-General-Assignees

    and more recent with a solution -ย https://help.wrike.com/hc/en-us/community/posts/360033310913-Dummy-Virtual-Users

    ย 

    Small rant - Simple feature has been asked for and now has been added as an extra fee feature.ย  Going to push customers back to MS Project.ย 

    ย 

    ย 

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

    Really sorry to hear you're disappointed, Bryan Hoff! I'm passing your feedback to the team.

    Lisa Community Team at Wrike ๐ŸŒŽDiscover... Wrike Discover and become a Wrike expert. Click here to get started

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  • Spot On! ๐Ÿ‘ Innovative Approach ๐Ÿ’ก Stellar Advice ๐Ÿ’ช
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    Larry Davidson

    I just ran into this problem this morning.ย  I am loading multiple projects and making some changes to them before I have the users proceed but I have to tell them to ignore the Wrike messages for now.ย  Their email inbox gets flooded with notices that are not needed.ย  There should be a function to turn off messaging while setting up a project.ย  So, add a "Setup" status option to the project which allows changes and corrections but does not launch actual work and messaging until it is moved to "Released" status.ย  Our projects use a base template but then must be edited to the actual tasks, durations, assignments, and other items before the project is actually launched so messages are flying.

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

    Hey Larry Davidson, thanks for reaching out!

    Have you considered using Blueprints? With them, you can manage your project and task templates and plan your work while keeping it separated from ongoing work. When you add an assignee to a task blueprint or an owner to a project blueprint, it isnโ€™t automatically shared and an assignee/owner doesnโ€™t receive any notifications. Items are automatically shared with a user when you @mention them or add them as a follower.

    Please let me know what you think!ย 

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    Larry Davidson

    I already use templates as a base starting point.ย  Every project is different in the detailed task levels so the template covers 75% and gets modified once each project is created from the template to complete the 25%.ย  There is a lot of going back and forth and negotiating between projects in getting that last 25% of tasks refined and resources set as final for the project start.ย  If I were to use templates for every project as you suggest, I would have as many templates as projects so that would be the same as building every project from scratch making blueprints a waste of time.ย  Blueprints are not an answer for what is needed.ย  It seems pretty simple code to change the notifications process to check and see if a flag is set showing the project is being setup and not send the notifications if the flag is set.ย  Once the flag is set to release, the code then sees "release" when it checks and notifications begin being sent.

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    Lisa

    Thanks for sharing details of your use-case, Larry Davidson!ย 

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