Wrike

1) Purpose & Outcome

This tab teaches the “alphabet” of Wrike: what each work item is, and how to create and place it correctly. The outcome is that you can create tasks/projects and keep them discoverable for your team.

• Pick the right container (space vs folder vs project).
• Create tasks efficiently from your preferred view.
• Use consistent naming and lightweight structure.
• Understand how tasks can live in multiple locations.
• Expected outcome: less lost work, less “where is that?”

2) Who this is for + When to use

For everyday Wrike users (contributors/managers) who build and update work items. Use this whenever you’re unsure whether something should be a project, folder, or task—or when your workspace feels messy.

• New users onboarding to an existing space.
• Anyone migrating from spreadsheets or chat-based tasking.
• Teams standardizing how they create projects and tasks.
• People who need faster search and navigation habits.

5) Objects & Terms

Wrike’s docs emphasize spaces, folders, projects, and tasks as the building blocks. Learn what each is for so you don’t overload one item type to do another’s job.

• Project: used to manage a group of tasks toward a goal.
• Folder: for organization (not an actionable item).
• Task: the unit of action; can be created from multiple views.
• Tag/Add to location: add an existing task to folders/projects/spaces.
• Search: find tasks vs folders/projects; can use commands.

6) Lifecycle / State machine

At the basics level, lifecycle means “how you reflect progress.” Status changes are the simplest and most important lifecycle control for tasks and projects.

• Start: status indicates new/ready.
• Active: status indicates in-progress/blocked.
• Finish: mark completed to keep reports accurate.
• Expected outcome: consistent reporting and less manual chasing.

8) Happy path workflow #1: Create tasks from the Workspace (6–8 steps)

Fastest path to capture work, then place it correctly.

1. Click the + button at the top of the workspace.
2. Select Task and enter a clear title.
3. Confirm the location (by default it may land in your Personal space).
4. Assign an owner; add due date and priority context in description.
5. Tag/add the task to the correct folder/project if needed.
6. Post a comment with the first next action and @mention stakeholders.

9) Happy path workflow #2: Reorganize work without duplicates (6–8 steps)

Use when you need an existing task to appear under a different project/folder/space.

1. Open the target folder/project/space in Table view.
2. Click + Item (or the add row control).
3. Paste the task’s permalink or select the existing task.
4. Confirm the task now appears in the new location.
5. Remove the old location only if it was truly wrong (don’t break context).
6. Notify the assignee in a comment if the change impacts reporting.

1) Purpose & Outcome

This tab helps you evolve from “we track tasks” to “we run a reliable process.” You’ll add structure (spaces, fields), visibility (dashboards), and measurable habits (time tracking/reporting) without overwhelming the team.

• Standardize how work is created and labeled.
• Improve visibility with dashboards and reporting basics.
• Introduce time tracking only after task hygiene is stable.
• Choose add-ons/integrations based on real pain points.
• Expected outcome: fewer exceptions, clearer status, faster coordination.

2) Who this is for + When to use

For team leads, project owners, and power users. Use it after 1–2 weeks of basic usage, when you start asking: “How do we keep things consistent and easy to report?”

• Teams adding multiple projects per month.
• Managers who need reliable rollups and views.
• Anyone responsible for dashboards and reporting.
• Admins planning workspace improvements (pair with Manage Your Account).

5) Objects & Terms

These terms show up as you scale your workflow and reporting.

• Dashboard: a collection of widgets; belongs to one space but can pull data from many.
• Widget: a block on a dashboard that shows filtered work or metrics.
• Custom field: extra metadata you can add to tasks/projects for reporting.
• Time tracking category: labels for time entries (useful for reporting).
• Report: a structured output built from templates or custom criteria.

6) Lifecycle / State machine

As you scale, lifecycle becomes more than statuses: it’s also “what fields must be present at each stage” and “who updates what.” If your docs/workflow doesn’t define it, keep it simple.

• Define “ready to start” criteria (e.g., owner + date + brief).
• Define “done” criteria (e.g., proof link/attachment + status completed).
• Keep transitions lightweight; avoid too many custom statuses early.
• Expected outcome: consistent reporting and less rework.

8) Happy path workflow #1: Create a dashboard for weekly tracking (6–8 steps)

Use this when you need one place to monitor priorities and exceptions.

1. Choose the space that “owns” the dashboard.
2. Open space Tools and access Dashboards.
3. Create a dashboard with a clear name (Team + Purpose).
4. Add 2–4 widgets: Overdue, Due this week, In progress, Needs review.
5. Ensure widgets pull from the right spaces/projects (not too broad).
6. Share the dashboard or confirm access within the space.

9) Happy path workflow #2: Manage custom fields responsibly (6–8 steps)

Use when you need better reporting but want to avoid a field explosion.

1. List the 3–5 questions you want to answer (e.g., priority, client, type).
2. Create only the fields required to answer those questions.
3. Add fields to the relevant spaces/projects (not everywhere).
4. Define who maintains each field (owner vs requester).
5. Audit usage after 2 weeks—remove fields no one uses.
6. Document field meaning in a short “how to fill” note.

1) Purpose & Outcome

Monitoring turns Wrike data into decisions. You’ll set up a simple visibility system so you can answer: “What’s late? What’s next? What needs attention?”

• Build dashboards that highlight exceptions.
• Create reports for recurring reviews.
• Keep data accurate through consistent status/date updates.
• Expected outcome: faster reviews, fewer surprises.

2) Who this is for + When to use

For project owners, team leads, and anyone responsible for weekly updates. Use it once you have at least 1 active project and tasks with owners and dates.

• Team leads doing weekly standups/reviews.
• Managers tracking multiple projects.
• PMs who need a consistent reporting rhythm.
• Anyone who needs visibility across spaces.

5) Objects & Terms

These terms are used frequently in monitoring-focused docs.

• Dashboard: collection of widgets (belongs to one space but can show data from many).
• Widget: the “view” unit inside dashboards (filtered list/metrics).
• Report template: predefined report structure you can reuse.
• Filters: narrow work by status, assignee, dates, fields.
• Metrics: numbers derived from work items (depends on widget/report type).

6) Lifecycle / State machine

Monitoring depends on lifecycle signals: statuses, due dates, and completion. If these aren’t maintained, dashboards and reports become noise.

• Use “Completed” consistently for finished work.
• Move tasks forward as work progresses (don’t leave in “New”).
• Update dates when scope changes—don’t just let tasks go overdue.
• Expected outcome: your dashboards reflect reality.

8) Happy path workflow #1: Daily triage dashboard (6–8 steps)

Use for quick daily scans (5–10 minutes).

1. Open the team space and go to Dashboards.
2. Create (or open) a dashboard named “Daily Triage”.
3. Add widgets: Overdue, Due today, Blocked/In progress.
4. Review overdue tasks; decide: re-date, reassign, or escalate.
5. Comment and @mention owners with the next action.
6. Update statuses/dates on the spot.

9) Happy path workflow #2: Weekly status report (6–8 steps)

Use for consistent, repeatable reporting (30–60 minutes weekly meeting prep).

1. Create a report using a template (or build a simple custom one).
2. Scope it to the relevant spaces/projects.
3. Group by status and/or assignee for clarity.
4. Review key sections: completed, in progress, overdue.
5. Capture decisions in comments (tasks that need escalation or scope change).
6. Share the report view with stakeholders.

1) Purpose & Outcome

Account management keeps Wrike usable as more people join. You’ll learn how to add/manage users, control permissions, and avoid common admin mistakes that cause access issues or clutter.

• Onboard users with the right license and rights.
• Set admin permissions deliberately (least privilege).
• Use access roles to control what people can do in shared areas.
• Maintain governance for spaces and account-wide fields.
• Expected outcome: fewer access problems, cleaner workspace.

2) Who this is for + When to use

For account owners, admins, and workspace managers. Use it when onboarding teams, setting permissions, or troubleshooting “why can/can’t this person do X?”

• Account owner setting initial governance.
• Admins adding/deactivating users.
• Space admins managing visibility and roles.
• Leads who need controlled sharing and edits.

5) Objects & Terms

These admin terms are easy to mix up. Keep them distinct to troubleshoot faster.

• User type: baseline rights and feature access for users.
• Admin permissions: what an admin can configure (may be controlled on some plans).
• Access role: what a user can do inside a shared folder/project/space.
• Account owner: the primary admin/owner (one per account).
• Space admin: manages a specific space and access roles inside it.

6) Lifecycle / State machine

Admin lifecycle is about user accounts: invite → active → deactivated/deleted. Choose the right end state to preserve history and keep reporting stable.

• Deactivate when someone may return or you want to preserve history cleanly.
• Delete when you must remove access permanently (understand data implications).
• Expected outcome: safe offboarding without breaking ongoing work.

8) Happy path workflow #1: Onboard a new user safely (6–8 steps)

Use this to avoid “new user has too much access” or “can’t do anything”.

1. Add/invite the user via User Management.
2. Assign the correct license/user type for their role.
3. Decide if admin rights are needed; default to no.
4. Share the relevant space/project/folder(s) with them.
5. Set the appropriate access role (start restrictive, expand as needed).
6. Ask them to verify: can they view, comment, edit, create?

9) Happy path workflow #2: Create a custom access role (6–8 steps)

Use only when standard roles don’t fit. Keep custom roles few and well-documented.

1. Define the exact capability gap (what users need to do).
2. Go to Settings → Account Management → Access Roles.
3. Create a new access role with a descriptive name and description.
4. Enable only the rights needed (least privilege).
5. Test the role on a small pilot group.
6. Roll out and document “when to use this role”.

1) Purpose & Outcome

This tab helps you protect your workspace without slowing work down. You’ll learn which levers matter most: user types, admin permissions, and access roles.

• Reduce accidental exposure via correct sharing and roles.
• Separate “admin who configures” from “user who edits work”.
• Understand controlled admin permissions where available.
• Expected outcome: safer collaboration with fewer access surprises.

2) Who this is for + When to use

For account owners, admins, and space admins—especially in regulated environments. Use it before broad onboarding, and anytime you’re auditing who can see/edit sensitive work.

• New workspace rollout or org expansion.
• Handling client data or confidential projects.
• Preparing for internal audit or security review.
• Investigating unexpected access to items.

5) Objects & Terms

Security-related docs focus on who can do what, and who can configure what.

• Access roles: Full/Editor/Limited/Read-only (controls actions in shared items).
• User types: baseline capabilities and feature access.
• Admin permissions: configuration rights; may be controlled in Enterprise plans.
• Account owner: top-level admin (single owner per account).
• Space admin: can manage access roles in the space.

6) Lifecycle / State machine

Security lifecycle is about access over time: onboarding, role changes, offboarding. Treat each as a change that should be verified.

• Onboard: assign minimal access → verify → expand if needed.
• Role change: document reason → apply → retest.
• Offboard: deactivate/delete per policy → remove from shared areas if required.
• Expected outcome: access matches employment/engagement status.

8) Happy path workflow #1: Secure a sensitive project (6–8 steps)

Use this when handling confidential work (client/legal/HR projects).

1. Create or choose a dedicated space/project for the sensitive work.
2. Limit sharing to the smallest required group.
3. Assign restrictive access roles for non-owners (e.g., read-only/limited).
4. Verify who can share/edit/delete within the space/project.
5. Document the access policy in a pinned comment or project description.
6. Review access weekly (remove anyone no longer needed).

9) Happy path workflow #2: Resolve “can’t edit” vs “can’t see” (6–8 steps)

Use this as a standard troubleshooting playbook.

1. If user can’t see the item: check sharing first.
2. If user can see but can’t edit: check access role.
3. If role changes don’t help: check user type/license limitations.
4. If admin action required: confirm whether they need admin permissions.
5. Apply the smallest change that resolves the issue.
6. Ask user to confirm the fix and document what changed.

1) Purpose & Outcome

This tab helps you connect Wrike to your team’s collaboration tools and automate repeated steps. The goal is smoother flow: fewer context switches, fewer manual updates.

• Set up a collaboration integration (Slack or Microsoft Teams).
• Use integrations to create tasks and receive notifications.
• Evaluate automation with Wrike Integrate for repeatable workflows.
• Expected outcome: faster collaboration and fewer missed updates.

2) Who this is for + When to use

For team leads, ops, and power users once core workflow is stable. Use it when you notice repeated manual steps or heavy chat-based task creation.

• Teams living in Slack/Teams and needing Wrike visibility.
• Ops teams automating standard intake and routing.
• Managers wanting fewer “please update Wrike” reminders.
• Admins responsible for add-ons and governance.

5) Objects & Terms

These terms appear in Wrike’s integration docs and help center articles.

• Integration: native connection (e.g., Slack/Teams) for notifications and actions.
• Notification: Wrike updates delivered to chat tools.
• Preview: viewing Wrike items in chat.
• Wrike Integrate: add-on for cross-app automation.
• Recipe: automation flow (trigger → conditions → actions).

6) Lifecycle / State machine

Integrations have their own lifecycle: enable → pilot → roll out → audit. Automation adds monitoring: recipes can fail if permissions change or APIs change.

• Pilot in one team/channel first.
• Roll out after success and documentation.
• Audit quarterly: owners, scopes, and whether value still exists.
• Expected outcome: enhancements remain useful and safe over time.

8) Happy path workflow #1: Start with Slack integration (6–8 steps)

Use when your team lives in Slack and needs Wrike visibility.

1. Confirm your team’s Slack workspace and channel(s) for pilot.
2. Enable/connect the Wrike–Slack integration for a pilot group.
3. Set up basic notifications (mentions, assignments, status changes).
4. Test creating a task from Slack for a real request.
5. Test previewing a Wrike item link in Slack.
6. Document 2–3 usage rules (where to create tasks, how to tag location).

9) Happy path workflow #2: Build an Integrate recipe (6–8 steps)

Use when you have a repeated cross-app workflow (intake, routing, notifications).

1. Define the trigger (e.g., form submission or status change).
2. Open Wrike Integrate and create a new recipe.
3. Configure trigger details (source app/event).
4. Add actions (create task, update status, post message, etc.).
5. Set conditions to reduce noise (only for certain types/fields).
6. Test with 3 sample cases; monitor early failures.

1) Purpose & Outcome

This tab helps newbies understand why some buttons/features may differ between accounts. You’ll learn how to check plan-specific behavior and avoid building processes that depend on unavailable features.

• Map your workflow to plan-supported features.
• Use plan docs to explain “why we can’t do that (yet)”.
• Make upgrade decisions based on measurable needs.
• Expected outcome: fewer surprises and smoother adoption.

2) Who this is for + When to use

For team leads, admins, and anyone comparing what they see to someone else’s workspace. Use when onboarding across different plan tiers or evaluating add-ons.

• New teams on Free/Team plans.
• Leads evaluating Business/Enterprise features.
• Admins explaining availability differences.
• Teams planning automation/integrations add-ons.

5) Objects & Terms

These plan terms influence what you can configure.

• Plan / subscription: determines feature availability.
• Legacy vs current plans: availability may be described differently in docs.
• Add-on: extra capability like Wrike Integrate.
• User type/license: impacts feature access for individuals.
• Enterprise controls: may include controlled admin permissions.

6) Lifecycle / State machine

Plan lifecycle is: evaluate → pilot → adopt → reassess. Tie changes to a real business outcome so upgrades don’t become tool churn.

• Evaluate using one pilot team/project.
• Adopt when value is proven (time saved, fewer errors).
• Reassess when workflow or headcount changes.
• Expected outcome: stable tooling decisions and predictable processes.

8) Happy path workflow #1: Verify feature availability (6–8 steps)

Use when someone asks “why don’t I see that feature?”

1. Identify the feature (name and where it should appear).
2. Check the relevant help center article for availability notes/tables.
3. Confirm your account’s plan tier and user type/license.
4. Confirm whether it’s an add-on (e.g., Integrate).
5. If available: check if permissions/admin settings are required.
6. If not available: propose a workaround using baseline features.

9) Happy path workflow #2: Make an upgrade decision responsibly (6–8 steps)

Use when considering Business/Enterprise or add-ons.

1. Write down the problem (e.g., need controlled admin permissions, automation).
2. Define success metrics (time saved, risk reduced, visibility improved).
3. Run a pilot using plan trial (if available) or a small test process.
4. Estimate operational cost if you don’t upgrade (manual work, errors).
5. Decide: upgrade, defer, or redesign the workflow.
6. Document the decision and revisit on a set date.