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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