TL;DR : A folder in Wrike is a basic organizational item used to group and contain related tasks, projects, and information within a Space. Unlike projects and tasks, folders are not actionable items. They simply help you structure your workspace so everything is easy to find.
Hey Community! 👋
If you're setting up your Wrike workspace and wondering where folders fit in, you're in the right place. Let's walk through what a folder is, when to use one, and how to create one.
What Is a Folder?
A folder in Wrike is one of the core building blocks, alongside Spaces, projects, and tasks. Its job is simple: organize and contain information.
Think of folders like the filing cabinet drawers on your computer. They hold related items together so you and your team can find things quickly.
Here's the key difference between folders and other Wrike items:
Item | Purpose | Has Dates? | Has Status? | Has Assignee? |
|---|
Space | Top-level hub for a team or department | No | No | No |
Folder | Groups related tasks and projects | No | No | No |
Project | Tracks a multi-step initiative | Yes | Yes | Yes |
Task | A single actionable work item | Yes | Yes | Yes |
📝 Folders are purely organizational. They don't have their own status, start/due dates, or assignees. That's what makes them different from projects.
When to Use a Folder
Use a folder when you want to:
- Organize items within a Space. Build a structure in the left-hand navigation panel that makes it easy to find and save information.
- Group related tasks. For example, meeting agendas, reference notes, to-do lists, issues and risks, or ad hoc requests.
- Create subfolders. Subfolders work the same way as folders but let you add more detail to your structure.
A Real-World Example
Imagine you have a Digital Asset Management space. Inside it, you might create folders like this:
🏠 Space: Digital Asset Management
├── 📁 Brand Guidelines
├── 📁 Campaign Assets
│ ├── 📁 Holiday Campaign
│ ├── 📁 Q1 Campaign
│ └── 📁 Q2 Product Launch
├── 📁 Contracts & Licenses
├── 📁 Design Templates
├── 📁 Photography
├── 📁 Video Assets
└── 📁 z_Archive
Top-level folders organize assets by type, making it easy for teams to find what they need. Subfolders within "Campaign Assets" break things down further by initiative. The "Archive" folder keeps your workspace clean by housing outdated or completed assets.
💡 Tip: Prefix your archive folder with z_ (e.g., z_Archive) so it always sorts to the bottom of your folder list!
How to Create a Folder
You can create a folder in several ways:
- Click the + icon in the top-right corner of your workspace and select Folder from the dropdown, or
- Click the + icon next to Projects and folders in the sidebar, or
- In Table view, click + Item at the bottom and select Folder from the dropdown.
When the creation popup appears:
- Enter the folder's name.
- Choose the folder's location (which Space, folder, or project it should live in).
- Select a default workflow for tasks created inside it.
- Make sure Folder is selected as the item type.
- Choose a default view (Table, Board, etc.).
- Specify who to share the folder with. By default, it's shared with users who have access to the parent location.
- Click Create.
Good to Know
- Folders are not actionable. They don't have statuses, dates, or assignees. If you need to track progress, use a project instead.
- All users can view folders that are shared with them. All users except Collaborators, Contributors & Viewers can create or edit folders.
- Tasks can live in multiple folders. This is called cross-tagging. It lets different teams see the same task without creating duplicates.
- Subfolders work the same way. They have the same properties as folders but let you build a more detailed structure inside a Space.
- Custom fields are inherited. If custom fields are added at the Space level, any folder you create in that Space will automatically display those fields.
Learn More
Want to learn more about Folders? Here are some handy resources from the Wrike Help Center to get you started:
Over to You
Your turn! How do you organize your folders - by team, client, project type, or something unique? Drop your tips in the comments - your setup might inspire someone! 💬
📌 Now that you know what Folders are, up next we'll explore Projects - where the real tracked work with deadlines and statuses lives. Stay tuned! {link coming soon}
