TL;DR: To share an item in Wrike, open it and click Share (in the top-right corner, or via the three-dot menu, or by right-clicking it in the sidebar), then add the people or groups you want and choose their access role. Sharing flows top-down: sharing a folder or project shares everything inside it too.
Hey Community! 👋
So far we've explored Wrike's building blocks: Folders, Projects, and Tasks. But building them is only half the story. Now let's talk about how you get that work in front of the right people: Sharing!
Sharing is one of the best parts of collaborating in Wrike, since it's how your whole team stays connected. And here's the neat part: sharing follows a simple top-down structure. Share a folder or project, and everything inside comes along too.
Let's walk through exactly how it works so you can share with confidence.
How to Share Folder, Project and Task
How to share a folder or project
You can open the sharing dialog in a few ways. Pick whichever fits where you are in Wrike:
a. From the sidebar (left navigation panel):
- Hover over the folder, or project title in the sidebar.
- Right-click it (or click the three-dot menu) and select Share.
b. From inside the folder or project (Table view or any view):
- Open the folder, or project .
- Click the Share button in the top-right corner.
c. From the item view or info panel:
- Click the Info icon next to the folder or project title to open the item view.
- Click the three-dot menu, then Share.
Then, in the sharing dialog:
3. Start typing the name of the user or user group and select them from the list. 4. If your plan supports it, choose an access role (more on this below). 5. Click Save.
How to share a Task
- Open the task in item view.
- Click the three-dot menu in the upper-right corner and select Share.
- Type the name of the user or user group and select them.
- Click Save.
How to Unshare
- Open the item's Sharing dialog box,
- Click the X next to the person's or user group's name,
- Click Save.
📝 Note: If you see a lock icon instead of an X, their access is inherited from a parent item, so you'll need to remove it at that parent level.
Other quick ways to share
An item is also shared automatically when you:
- Assign a task to someone.
- @mention a user or user group in the comments (the Send button changes to Share and send).
- Add someone as a follower on a task, folder, or project.
- Tag the item into a folder, project, or space that is already shared.
A Real-World Example
Say you're managing a "Website Redesign" project and want to bring your designer on board first, before looping in the wider marketing team.
- Open the project and click Share.
- Add your designer's name and set their role to Editor.
- They now have access to the entire project, including all its tasks and subtasks. Later, if you assign a task inside it to someone outside the project, that task is shared with them individually, giving you nice flexibility as your team grows.
Good to Know
- Sharing flows top-down. When you share a folder or project, everyone with access gets access to all the tasks, subfolders, and subprojects inside it too. This helps keep teams aligned automatically. If you share a single task, that person will see just that task.
- Tasks follow the access role of their parent folder or project. This keeps permissions consistent across a whole project structure.
- @mentioning someone new shares the item with them at Full Access. This ensures they have everything they need to jump in and collaborate right away.
- A task's assignee works within the access role set at the folder/project level. This is part of how Wrike keeps permissions consistent and secure across a whole space.
- Regular Users can share items, which makes them a great choice for teammates who need to collaborate closely and bring in others.
- Selective Sharing gives you extra flexibility. Turning this on for a folder or project lets you fine-tune exactly who has access to it, independent of its parent location, perfect for more detailed permission setups.
- Sharing stays in place once it's set, even if an item is later moved or untagged. This is helpful because it means people never unexpectedly lose access to something they're working on.
Learn More
For the full picture on sharing structures and access roles, check out these Wrike Help Center articles:
Related in this series:
📌 Ready to collaborate? Start with "How to add comments and @mentions in Wrike ."
📌 Want to stay in the loop on shared work? Check out "How to follow a task in Wrike."
📌 Need to find what's been shared with you? Find details in "How to find work assigned to you in Wrike."
Over to You
How does your team like to structure sharing, wide open for everyone or more selective by project? Share your favorite tips below, we'd love to learn from your setup! 💬
