Share tasks between multiple Spaces

Hi Community,

Any advice (best practices) to share tasks between multiple Spaces (Departments)?

 

Thanks 

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One thing that we do to help to ensure that the right people are seeing what they need to see, especially when there is collaboration across multiple teams, is that our executive team has access to all folders and spaces. This way when a task needs to be shared with someone from another team, instead of sharing the task or folders/projects having them just hang out there, the member from the executive team can folder tag it where it needs to go. 

For example, if a member of the executive team is working on a task and they need assistance from another team they folder tag it in a catch all folder for the other team titled, "Tasks from another team". It would then be upto the team members from the new team to move the task of folder into the more appropriate place. 

Another example, would be if a non executive user is working on a task that needs to be shared with another team, the user mentions the executive over the program and states what needs to happen. The executive can then make sure that the task of folder gets put in the right spot and shared with the correct people. 

Hope that helps.

-Ryan 

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Hugh

Hey Javier Delgado!

I agree with Ryan Nelson, this is a really good way to ensure everyone sees the tasks they're meant to see. Another way to place tasks in multiple spaces is to tag them with the space. Just like placing a task in a folder, press the plus sign under the tile of the task and enter the name of the Space. This way, the task can exist in multiple spaces at the same time.

Hope this helps! If anyone else has any other suggestions, post them below, and if you have any questions, let me know!

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Thanks @Hugh  and Ryan Nelson.

Very useful, will keep playing with Wrike on this.

 

Javier 

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I have multiple folders with different workflows, all being viewed in the Board view. Each of these workflows has different active statuses, but they all have a common one called "Oh Hold" and I want to be able to pull all items from the "On Hold" status in different workflows into a single folder for Program Management. I find that keeping the name consistent does not do the trick. In the board view, they all show up under a column header of "Other Tasks". If I move them to "On Hold" in the Program Management folder, then they end up in a newly created "Other Tasks" column in their respective folders. To me, having a central location to review all the blocked tasks is very important, as is not duplicating information, so I really do need there to be only 1 database entry that is visible in multiple boards. Any suggestions?

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Shobha Aggarwal the issue around your task status of "On Hold" is that even though it is named the same each "On Hold" exists in each of its workflows. When looking at the board view, it only shows the status' of the default workflow for the folder you are viewing this in. So even though your tasks have "On hold" as a status, unless it is part of the "On Hold" status in the default workflow they will show up in "Other Tasks" because the "On Hold" is not actually a common status. 

One idea to get around this is to create a Dashboard that you can simply drag and drop tasks into widgets that are status based. One widget can be all of the "On hold" status' from all the workflows, then you can have a widget for the other status that you would want to move these tasks. If there are many status' then this may not work. I do not think you will be able to move from another status widget to the "On Hold" widget as the many "On Hold" status would make it difficult, but in theory you should be able to move a task within the "On Hold" widget to another status widget updating the status automatically when moved.

I would be very interested in discussing this with you and potentially helping you on this to see if we can make it work. Let me know if you would like to collaborate more on this.

Hope this helps.

-Ryan

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Ryan Nelson I've got a similar challenge that I'm trying to work through. Ideally, statuses with the same name would honor that specific status, regardless of the workflow. The example I currently have is is detailed out below:

Team A & Team B will sometimes collaborate on a project and currently both use the same workflow. When a task for Team A is ready for QA, they want it to automatically assign to their team lead. Team B wants their QA tasks to be assigned to their team Project Manager. This could easily be accomplished with two different workflows, but if I do that, when they collaborate on a project, statuses aren't honored between workflows. 

Ideally, to do means to do, complete means complete, etc, regardless of the workflow. Any thoughts on how to accomplish this and allow teams to collaborate?

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Jared Barden This is a real brain teaser. I guess to get a better handle on it I am guessing that the scenario is not just limited to Team A and Team B but could have an infinite number of teams working together correct? For example it could very easily be Team C and Team A, or even Team B and Team D. I have a solution in mind, but it would not really work if there are an infinite number of scenarios. If you could clarify that it would help before suggesting a solution. 

Another possible solution would be to migrate temporarily from the collaborative workflow into each teams work flow, then when it needs to come back to the collaborative stage migrate back to the shared work flow. 

Both options I have in mind would use the fairly new Automate feature that would solve the issue, just want to get a better idea of the use case. 

-Ryan

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Ryan Nelson Correct...Theoretically, it could be infinite. It could be Teams A, B, C & D all collaborating on a project that was organization wide.

I'm currently solving my current problem with the automation engine and having it look at the specific spaces assigning it to the correct PM, Team Lead, etc.

Pipedream, I'd really love it if the different teams could each have their own workflow/process, but with some common statuses that would be honored across workflows (Complete should be complete, regardless of the workflow. Not just "other tasks"). I could see this working by finding the common statuses of all the different processes for each team a teams process and have them sync across (Planning, To Do, Complete, etc). I think this definitely would have to be an admin function, but I love the idea of giving the teams the flexibility to define their own process rather than having to fit within the mold we use in IT. 

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Jared Barden I have been racking my brain, and I do not think there is a way for the same status to be shared across multiple custom workflows. The two thoughts I have;

1.) Within the custom workflow for the project, you could have a QA Approval task for each team. For example QA Team A, QA Team B, etc. Then you can either select the assignee by adding it to the custom workflow set up or using the automation feature. 

2.) Set up the separate workflows for each team that could be selected with the same option to have the task auto assigned when the status is selected. Again using the custom workflow setup or the Automation. 

I do not know of any other way to have complete is complete, active is active without the suggestion that I have above using the dashboard. You could use widgets that have different stages of the projects lumped together with the similar status names from the different custom status's. 

Maybe Lisa or Elaine may have other options that I cannot think of. 

Hope that helps. 

-Ryan

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Ryan Nelson Thanks for the thoughts. I kinda figured that would be the only option :-(.  It stinks when I've got teams that want to onboard, but who have a parts of their process different than other teams, but who all need to collaborate.

Thanks again!

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