[From Wrike] Collaborating, Collaborators, and Wrike

Let's get it out there: We know there are people outside of your organization or potentially even within your organization who don't (currently ๐Ÿ˜‰) need a full Wrike license. The Collaborator license, a free license type, was originally created to help fill that need. But...we've been doing this for a while now and as we talked to teams, heard more about who you work with, who you share with, and learned more about what you actually need to share, we realized some updates were needed. 
 
So we revisited how teams go about working and interacting (specifically with others) and here's what we've come up with: 
 
Sometimes you just need to share data.
 
You work in Wrike, everything is there, but sometimes you need to share that data with someone who isn't part of your Wrike account. We're making it easier to do that. You can share:
  • Calendars - Create external Calendar links which are always up to date and which can be viewed by anyone. 
  • Reports - Share Report Snapshots which give detailed insights into what things looked like at a particular moment in time.
  • Request Forms - Gather requests from people inside your org or out, by creating an External Request Form link.
  • Guest Reviewers - Get input or approval from people outside of your org, they'll be able to add proofing comments and can be added as reviewers. 
Sometimes People Need Access to Wrike.
 
 
When sharing specific insights from Wrike doesn't cut it, you can add someone as a Collaborator. Collaborators have limited functionality but the license is helpful if someone from your org just needs some access. 
 
Collaborators are great (and sometimes necessary), but not everyone should be a Collaborator. As we make it easier to share Wrike data with non-Wrike users, we're also putting a cap on the number of Collaborators an account can have. Read below for details. 
 
How many Collaborators?
 
Accounts created after Oct.8, 2018
 
If people outside of your organization need a Collaborator account, you can give them one! Who qualifies as outside of your organization? Generally, someone outside your org is defined as someone outside of your email domain. That's the general guideline, but we know it doesn't apply to everyone and your account manager will be happy to discuss and validate your specific situation.
 
For people within your organization (i.e. people with the same email domain): Up to 15% of your account licenses or 20 seats (whichever is higher) can be used for Collaborators. But you may want to evaluate if Collaborator is actually the right license type for them.
 
Accounts created before Oct.8, 2018
 
If you have an existing Wrike account (created before Oct.8, 2018) the Wrike team will work with you to understand your current Collaborator use situation and how to move forward.
 

Stephanie Westbrook Community Team at Wrike Infรณrmate sobre las funciones y prรกcticas recomendadas de Wrike

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How are you defining "Within your Organization" versus outside? 

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Hi everyone! Hope you're having a great day, I've tried to keep a positive mind set about this announcement but I can't see how this will swing favorably on my company at all.

Firstly, I'd also like to know how you define the difference between internal and external licenses - Great point Michael! - and would like to point out that the quote I took from the terms of service later in this post mentions nothing of these external collaborators (are these people who already have full Wrike licenses tied to another account that you can give limited access to your account to????).

Secondly, I feel like I must be missing something because this change deeply worries me. Currently the account I'm administrator of holds 30 user licenses and 454 collaborator licenses, all of whom need regular access to tasks, progress status, the table view, the gantt chart view, request forms and the ability to attach and remove files from tasks.

This post seems to be saying that in 6 or 7 months I need to fork out nearly ยฃ1.5 million to Wrike to keep them near the current functionality that they have?

Which leads onto my third point/question, what account type is this for? I managed to answer my own question here by delving into the updated terms and conditions that came with this post.

https://www.wrike.com/security/terms/#collaborators 

"If you have purchased a Professional, Business, Wrike for Marketers, or Enterprise version of the Services you will have access to the Collaborators license.   โ€œCollaboratorsโ€ means you and your Affiliateโ€™s employees and individual contractors who are not paid license users and have limited functionality in the Software.  At all times, the number of Collaborators should be limited to the greater of twenty (20) users or 15% of the number of actual Business Users licenses for the applicable term."

 

I would love to understand how accounts are expected to function as they currently do given this new release, specifically how it will effect ease of use, e.g. to invite someone to review something would I need to enter their email address every time? This seems like a massive step back in terms of time efficiency in using the software.

 

I'll stop being a nagging Nancy now (sorry to anyone called Nancy).

 

I hope you found this post helpful as some feedback and not too negative, God bless

-George

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@Michael @George Weโ€™ve updated the post above to better define who is outside the organization vs. inside. The general rule of thumb weโ€™re going by is that people with the same email domain are part of the same organization, and people with a different email domain are outside the org. That doesnโ€™t hold true for all companies though and our account management team will work with individual teams to understand how they work. 
 
@George I really appreciate the way you framed your message, thank you! Iโ€™ll go through your points in the same order you laid them out. 
 
First point - Iโ€™ve already talked about the difference between internal and external Collaborators, but as for our Terms of Service, we want to be able to work with teams if our โ€œrule of thumbโ€ doesnโ€™t apply to an organization. To give ourselves wiggle room to do that, we left out explicit mention of external and internal Collaborators. 
 
Second, Iโ€™ve updated the thread to reflect that the Collaborator changes are primarily in effect for accounts created after Oct. 8, 2018. For existing accounts, our team will proactively work with you to understand your situation and how to move forward. For your account in particular, weโ€™re already in conversations with your team. 
 
Third, in terms of ease of use - the goal with the new releases like Guest Reviewers was to make it easier for you to work with people who donโ€™t have a Wrike account. Your Wrike team (your account manager and customer success manager) will work together with your team to figure everything out. 
 
Weโ€™ll be working with your team, and other existing teams directly, but if there are any other general questions or concerns, weโ€™re here to answer. 

Stephanie Westbrook Community Team at Wrike Infรณrmate sobre las funciones y prรกcticas recomendadas de Wrike

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Hi Stephanie thank you for your swift response, it's greatly appreciated, keep up the great work!  :D

  • Thank you for clarifying, I'd watch out for people assigning the account owner to someone not from their domain and having hundreds of collaborators within their account though! ;)
  • I wasn't ridiculing your writing! I thought the Oct. 8, 2018 message was abundantly clear but it's great to know you'll be talking about bespoke usage for those who currently have accounts!
  • "make it easier for you to work with people who donโ€™t have a Wrike account," my point was that due to budgeting it might be difficult to justify buying Wrike accounts for all those who regularly use the service. They have Wrike accounts at the moment but might not after our contract ends (dependent on our negotiations with our customer success manager).

I've heard internally that our main liaise with you over at Wrike is already in the motions of negotiating, which is great to hear!

 

Once again thank you for your response and I really didn't mean to sound negative throughout my messages, just worried that we might not be able to use this great tool anymore. Anyway have a great day!

-George

 

p.s. Stephanie, do posts require approval if they have links in them? (I presume you're screening for safe links?) I think it's great that you do this! But could I suggest that links to Wrike domains are automatically permitted if this is the case.... Just a thought, it might reduce the amount of work for you.

God bless again

-George

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Stephen

@Stephanie - thanks for the clarification ๐Ÿ‘

@George - we appreciate your feedback here, so thank you! Others may have had the same questions so it's good that you commented here - that's what the Community is about ๐Ÿ™Œ

Also, great idea about sharing internal links, I'm looking into it as we speak ๐Ÿ™‚

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@Stephen

Any update on that internal links idea? :D

Thanks in advance

-George

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Stephen

Hi George, it's actually a platform limitation. We have the option to filter when links are shared but the logic doesn't allow us to exclude our own links. I've brought this up to the platform developers who are looking to make some enhancements soon anyway so I've requested they review this idea too.

For now, we'll make sure to check approvals every business day and I'll let you know if the above changes soon - thanks for the feedback on this, it makes a lot of sense ๐Ÿ‘

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@Stephen,

Awww well, I'm sorry to make more work for the devs ;)

I'm glad you liked it :D

Thank you and God bless,

-George

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Guys. The team that I am working for are just trying to finalize our purchase of Wrike. It would appear that the information shown here on the allowed number of collaborators for new accounts is incorrect. Seems that instead of saying "At all times, the number of Collaborators should be limited to the greater of twenty (20) users or 15% of the number of actual Business Users licenses for the applicable term.", it should say fewer., and that this all changed when a new licence price model was put in place in November. This is also showing incorrectly in your published Ts&Cs.

This means we would effectively get only 1 (internal) collaboration licence if we start small.

So, I have a follow-up question. Could you also check and confirm (or not), that external collaboration users are excluded from this limitation?

Thanks

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Hi Julie,

"At all times, the number of Collaborators should be limited to the greater of twenty (20) users or 15% of the number of actual Business Users licenses for the applicable term."

The "to the greater of ..." bit means to the greater of the two of 20 or 15% of user licenses.

So if you had 5000 user licenses you could have up to but no exceeding 5000*0.15=750 collaborators and would not be limited to just 20.

But if you had 40 user licenses you could have 20 collaborators.

 

Hope that makes sense. The original post makes it somewhat clearer I think. I was just looking into the terms of service.

 

 

The original post by Wrike states "For people within your organization (i.e. people with the same email domain): Up to 15% of your account licenses or 20 seats (whichever is higher) can be used for Collaborators."

 

 

 

To your second point, however, great point! I'd love to know that too!

Although earlier in this steam Stephanie said "First point - Iโ€™ve already talked about the difference between internal and external Collaborators, but as for our Terms of Service, we want to be able to work with teams if our โ€œrule of thumbโ€ doesnโ€™t apply to an organization. To give ourselves wiggle room to do that, we left out explicit mention of external and internal Collaborators."

 

Sorry for the formatting of this message, I know it's a disgrace and God bless

-George

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Thanks George.

That's what I thought too...................... Unfortunately, our account manager is telling me it's all a big mistake, and that both the Ts&Cs and this page are "out of date".

Personally, i can't see how the same significant error could have been made in two different places...........

It's just frustrating. We really want to go with the solution. This is just a last-minute niggle we could do without. 

- Julie

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Stephen

Hi Julie, welcome to Wrike and Community! I've reached out to your Account Manager to discuss this with you and they'll be in touch to discuss today.
 
For now, I can confirm, as George has too, that accounts created after the 8th of October 2018 have no limit when adding external Collaborators. For people within your organization, you can have up to 15% of your account licenses as Collaborators or 20 seats, whichever total is higher. 
 
Your account manager will be in touch soon to discuss this further in relation to your account. Thanks for posting!
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OK - so now I'm officially confused... our account opened around Feb 2018 - just how many outside collaborators are we allowed? And why would the age of the account make a difference?

An answer would be appreciated - I'm not even sure I have an account manager - so not sure exactly who i would contact to clarify

 

thanks

 

Debbie

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Hi @Debbie, I've spoken to your account manager and I believe he's already got in touch with you about this.

Please let me know if you have any further questions ๐Ÿ‘

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

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Hi,

back to the topic of the "How many Collaborators?" : could you give me an update on the approach WRIKE proposed to those who had Collaboartors exceeding the max amount set in October 2018 for accounts created before that date?

A great number of our colleagues, mostly internal to the organization, need Wrike basically to manage their assigned task (namely Close them once finished, add comments if there are blocking issues) and that is it.

There is totally no need to have additional licenses for all of them: that is why "Collaborator" role would be sufficient.

Thanks

Stefano 

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Hugh

Hi Stefano!

I just spoke with your AM, and he says that you have discussed this topic with him already. If you'd like to have another discussion with him, let me know! ๐Ÿ˜Š

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Hi,
Please correct me if Iโ€™m wrong, we can add unlimited collaborators who is outside of our organisation and not in our company domain.

Thanks

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Hi Sarween Zaza, happy to see you on the Community ๐Ÿ™‚

I can see that you've already discussed this with our Support agent. 

In general, all the info provided in the post above is correct. When in doubt, please feel free to reach out to your Account manager. If you don't know who your Account manager is, reach out here or send an email to our Support at support@team.wrike.com - we'll be happy to help! 

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

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