[From Wrike] To Share or Not to Share 🔓

Lisa

21/01/2020 13:53

Hi Community! 👋

Hope you're all having a good week! We're looking into the concept of sharing today, we hope you'll find this guide helpful 🙂

Being the key principle in Wrike's architecture, sharing helps you manage your work through online collaboration. This post is mainly focused on the basics of sharing, but seasoned Wrike users will hopefully find it useful too as we go through some advanced features and tips here as well - keep reading!

🔥 Tip 🔥 Default sharing in Wrike is from the top down. If a task, folder, or project is shared with someone, all items added to or created in that Task, Folder, or Project are automatically shared with that person as well. Bear that in mind if you need to create private items in your account - more on this below!

How to share

Here are ways to share tasks, folders, and projects in your account:

Via Share button

Assign a task
Add someone as a project owner
@mention in the comments section

Add as a task/folder/project follower
Tag the item into folder/project/space that’s already shared

🔥 Tip 🔥 Out of the three license types in Wrike, External Users and Collaborators can’t share items with other team members. If you need your team members to be able to share, make sure they have a Regular User license type.

When to share (for Admins)

From the admin perspective, you can choose one of the two ways of managing your account in Wrike:

1) You can share everything with everyone. This approach is good for smaller teams, especially when there's no sensitive data that you'd like to keep private. Private items can still be kept in your Personal space.

2) You can choose granular sharing - it's great for bigger teams, or when several departments use one Wrike account. For this, using Spaces for each department is a perfect solution.

🔥 Tip 🔥 If you're prepared to share all account items with your Regular users, but would like your External Users and Collaborators to have limited access to work, you can create an "Externally shared" folder and share it with those users. Tag all the necessary items in that folder, but don't share anything else with your External Users and Collaborators.

When to share (for users)

Sharing your work items with your team members is pretty straightforward - share when you need to and use your personal space for private work items. Some Wrike users find it convenient to create a work item in their personal space and then tag it into a shared folder or project if needed.

Advanced sharing

Please note that the following features are available on paid accounts - click on the links provided below for more info.

Sharing and User Groups

Users Groups help you speed up sharing with multiple people at a time - just @mention a user group on any work item in Wrike.

Sharing Dashboards

Share Dashboards with your teammates so that you can all monitor and keep track of the important information.

Make sure to share the folder/project on which the widgets are based with the people who you're sharing the dashboard with.

Sharing Reports

Everyone with access to a shared Report sees the same data on the report, however, they are only able to open items that are shared with them.

🔥 Tip 🔥 You can export the shared report’s data to Excel.

Sharing Calendars

When you share a Calendar within Wrike this calendar becomes available to your teammates; they can see tasks/projects located in folders/projects/spaces that they have access to.

Access Roles

Use Access Roles to control what users (or User Groups) can do within a shared folder or project. There are four Access Roles to choose from: Full, Editor, Limited, or Read-Only and each role has a set of permissions associated with it.

🔥 Tip 🔥 Enterprise account admins can customize the permissions for a certain role and can create new roles.

Selective Sharing

Turning on Selective Sharing for a folder or project lets you edit who can access that folder or project, regardless of the top-down logic of Inherited Sharing.

Sharing with external stakeholders

Please note that the following features are available on paid accounts - click on the links provided below for more info.

Excel export

Export all your tasks and subtasks with their statuses, dependencies, assignees, start and due dates, duration and time log entries to an Excel file to share with your clients etc.

Gantt Chart snapshot

Gantt Chart Snapshots create a static record of what the Gantt Chart looks like at that moment for a folder or project. When you create a Snapshot, a link is generated and saved in Wrike. Sharing the link to a Gantt Chart Snapshot allows others to view a project’s current timeline.

Report snapshot

Report Snapshots capture what your Report looks like at the moment the snapshot is taken. When you create a Snapshot, a link is generated and saved in Wrike. Regular users on Business and Enterprise accounts can create a Report Snapshot, and anyone with a Snapshot link is able to view it. To share your Snapshot just share the Snapshot link.

Calendar link

Create a link to calendars layers to share them with someone who isn’t part of your Wrike account. Anyone who has a link always sees an up-to-date view of calendars.