New Task Created Notification

We are having our Team submit a form when they like to request a task for our Ops team, this will automatically create a task in Wrike. Is there a way for the Project Team (in this case the Ops team) to be notified when a NEW task is created? Sorry if this is obvious, I couldn't find anything in the project space.

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To better understand what you have set up can you answer a few questions.

1. Do you have the newly created tasks being assigned to anyone on your Ops team?

2. Where in your folder structure do you have your task being placed, and who has access to that folder?

Thanks,

-Ryan

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1) Currently, it just creates a task, not assigned to anyone. So we hope to have it be sent to the folks that have access to the folder

2) These tasks is a sub-folder of the main team folder. I hope that makes sense. (Team Folder > Task Folder)

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One rule I like to follow with everything we do is always have a task assigned to someone, even if the task is assigned to a manager that will reassign it later. This way nothing ever gets missed. 

With that being said, your Ops team could receive emails when a task is created in a folder they follow. To do this they will need to enter their Profile settings.

Go to Email Preferences.

Scroll down to you get the heading of "Task, Project, and Folder Updates"

There is a section in there that says "For Other Tasks I follow." You will want to check the checkbox called "Task is added or removed from Project of Folder."

If everyone on your ops team had this checked they would receive a notification every time a task is added to a folder that they follow.

Depending on the number of folders that they follow and the number of tasks created within those folders, this could be a lot of emails. This is why I have mine unchecked, I would receive thousands of emails per day. For just the updates I get in email form I currently have 8324 emails from March 18 to present date. If I had these checked I could possibly have double that in the same time period. So it is risky to have these emailed out as they could get lost if there is a large volume of emails. 

This goes back to my first point about assigning the task right from the request form. We have a request form that creates a task for our maintenance team that is assigned to the maintenance manager who then assigns the task to a member of the maintenance team. This why every task that is created has someone who gets eyes on the task and ensures that it gets directed appropriately.  

You could also have some drop-down menus or check boxes that could add assignees to the task based on what is selected in those options. For example, if you have 5 tasks that are handled by the ops team but the same member of the ops team always handles Task A, then one of your questions in your request form could provide more detail within the checkbox or drop-down menu. Once selected then the task would be assigned to that member. You could repeat this step for all 5 tasks. 

Reading this over there is a lot of info that is not well organized so if you have any other questions please ask and I can try and clarify. 

Hope this helps.

-Ryan

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This is the first google hit for wrike new task notification and the answer above does not help me.

1. Per assignee notification works but that is not working for us since team leads are not always present and also our organization structure is such that they may assign different "team task manager" for every week or day. They may even say "i have a meeting for 2 hours, please look at new tasks and assign".

2. The "Task is added or removed from a Project or Folder" is as alreaedy said too broad to be usable.

 

We simple NEED a per folder notification, currently we have dashboards and people are manually checking them to assign tasks. This somehow works for teams with a lot of tasks but it is a pain for others (also some tasks have big priority and 1 hours may be too much of a time already).

We will probably do some hacky implementation of #2 with combination of Outlook Filters but this is really a functionality Wrike should support.

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Thanks for your feedback here, Robert Armič! If you could create a separate Product Feedback post with your suggestion, that would be great! 🙂

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

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