Spaces vs Folders

I'm new to Wrike.

Please can you help me understand the use of folders since spaces have been introduced. I understand spaces organised information better in one place for say a Team. So its easy to understand that you could create a Space for HR Team, Product Development Team etc.. How do you use folders in Wrike since spaces have been introduced. Do you still create folders with company structures (eg by department) or has spaces superseded folders. Please can you explain to me if folders are still used and examples of when you would use them?

Thanks

Duncan

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Our team personally is really excited for the Spaces and I can share with you how we have started using the Spaces feature and how we will use it in the future.

First, we fully intend to keep a folder structure based on how we have had it set up. We have gotten really good at folder tagging and giving permissions to view certain folders to team members based on the information that they need to know.

Second, the use of spaces will now replace the need to folder tag in many areas. Instead, we will use Spaces and create basically a teams page. We will add the folder tags to these Spaces where it will be easier to see. This way we will have high level managmenet and executives that will have access to the entire folder structure. From there they can then add the folders to their teams spaces and give them the access that they need in a clean interface. Using bookmarks will give the team a quick and easy way to access the necessary items that they use on a regular basis. 

I hope this helps.

-Ryan

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Hi Ryan

Yes this does help. So tell me if this is another way in understanding it?

Spaces are a "View" of your folders, projects and tasks.

Folders are where you "Store"  Projects and Tasks in a organised relationship.

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Yes that is a good way of understanding it.

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Thanks for your help.

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Ryan,

Would you mind sharing some screenshots of your workspace? I'm still having trouble grasping the differences between Spaces and Folders and how each is used.

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I think Ryan has summed it up pretty well.

We've been using Wrike for about 3 months and had a folder structure set-up that allowed for easy reporting and gave each of my teams an area for their active, on-hold etc. projects. With the folder structure, they woudl have to navigate to the relevant area, as we the folders were set-up via project status.

With Spaces, we can tag in all the relevant folders for each team (they still have access to the overall folder structure). This gives them a concise view of the information they are interested in. 

One of the underrated enhancement in Spaces is the opportunity to bookmark reports, dashboard and any other relevant information (i.e. help/training documentation).

Hope this helps.

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This is a perfect representation of how the folder structure works within spaces.

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Thank you Alex! I am a visual learner and this helps a lot. I am still having a hard time of visualizing how we will use them, though. Our Marketing department is the only one in the company using Wrike. All of our work is divided in to the following categories:

 

So would each of those folders now be a space? Or does it make more sense to have spaces for individual job duties?

Each of us on the team does such different work. Two of our team members handle the majority of the design work, two handle the content and digital side, I handle promotions and the website (website tasks are kept separate because the workflow is very different from how it's set up in Content & Digital), another handles events, and our Marketing Assistant helps with a LOT of different things. BUT we all work in every single area. I might have a personal space that focuses more on what my big projects are at the time, but I may help with a blog post, event, or any other miscellaneous task.

I guess my hangup is that a lot of our main folders already feel like spaces. 

Do you all have any advice on how we can best utilize spaces? Should we revisit how our folder structure is set up?

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We are a very small company, and we all wear similar hats, i.e. we work on the same projects at times.  So I was thinking of using a Space just for the Development and Webmaster team, so they can see all of the projects they are working on.  However, we have decided to rearrange our Folders in two main categories:  Internal Work, and Client Work.  I see Spaces as more of a "team view" for that particular team to see all of their work in a neat "space".  I hope I'm understanding that correctly.

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Hey @Jennifer, thanks for reaching out 🙂

Spaces can be used differently depending on your business needs. You can have Spaces for different teams or departments, regions, clients or brands/lines of business. If your company is very small, maybe you should consider having separate Spaces for your Internal and Client work. Or, for example, create an "Office" Space for all your internal work and then a Space for each of your clients (if the list is not too long, of course). If you could provide more detail about what work you usually do, maybe I or someone on the Community will be able to provide more suggestions 🙌

I'll be happy to discuss

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

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We've been using Wrike for a few years now and thought we had a relatively solid folder structure but spaces seems to have thrown it all away.

Our folder structure now seems relegated to "shared with me" and I no longer have the ability to create a new folder at the root of that structure.  I'm guessing I'm now forced to create a space, then create a folder within it, then share that folder and only then it'll show in the "share with me" which ends up being a duplication of the space you can already see (for a small company that doesn't need the extra layer because everyone can see everything anyway).

Not a great implementation, or not intuitive, one of the two.

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@Geoff, there can be some frustration around the inability to create new folders within your solid folder structure. With spaces, it should not impact how your folder structure works. Please reference this question in regards to creating new folders and how to remove them from the space and add to the folder structure (https://help.wrike.com/hc/en-us/community/posts/360029557053-How-to-create-new-top-level-Folder-area-?page=1#community_comment_360005458274). This will hopefully help you get back to working within your folder structure if that is where you feel more comfortable.

Hope this helps.

-Ryan

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@Ryan @Anna make sure to check out the Ninja forum if you're interested in Spaces' navigation! 

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

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