Default Workflow needs to be able to be changed when tasks are already entered

The Default Workflow needs to be able to be changed after folders and tasks are set up. There are times that the project scope determines that we add/remove a workflow for assignees to select the appropriate task status. It appears that today, the workflow default only applies to new folders/tasks added once the workflow is changed.

Please consider the ability to change default workflow at any time in the project set up.

Thank you

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Permanently deleted user

Thanks for your post, Mark. I can see our Support Team were in touch by email and provided a quick solution for this so I'll just explain this below for other members who have this question too.

Yes, you're correct; when you add a new Workflow, the existing tasks in that Folder/Project do not update to the new Workflow, only newly added tasks will have this Workflow.

However, you can update these tasks individually, or better yet, use mass editing to quickly update tasks that have the same Workflow status. See GIF below as an example and thanks again for your feedback here, it would great to hear an example (use case) of when this would be useful so our Product Team have a real-life example and can better understand the request.

Clair Scribner

Pulling my duplicate post information to this post for easier accessibility:

Assigning Custom Workflows after Tasks have been Created

The way Wrike currently works is that once you enable a specific custom workflow to the project/folder, all newly created tasks adopt the first active custom status of this workflow. All existing tasks keep the original or default workflow. Often we don’t identify that a custom workflow is necessary until after tasks are added. Wrike directs you to use mass editing to change each task status. In my case, this resulted in sending over 300 alerts to users that the status had changed when we were simply trying assign the appropriate workflow. Going forward, we’re training to determine the workflow and assign before adding tasks.

However, this is a very unfriendly design. I can’t imagine a scenario where a user would want to change the workflow for an entire project/folder but not impact existing tasks. My suggestion to Wrike would be to offer functionality that automatically updates the workflow assigned at the task level to the custom workflow. The task status if anything other than New (or the first active status), the task status would remain as is but the drop down would offer the custom workflow. At minimum, give users the option to change existing task workflow when changing at the project/folder level.

Stephanie Westbrook

Hi Clair, thank you so much for added your comment here!

James Sullivan

Was there ever an additional update here? I assume since this was posted over 5 years ago, there has been an update in Wrike that allows to update the default workflow to existing tasks without needing to mass edit to update them.

Elizaveta Bogdanova

Hi @James Sullivan, welcome to the Community 👋

It's possible to change the default workflow, but it will not apply to the tasks that are already created. We appreciate your feedback and we'll pass it on to our Product team.

It would be great if you could upvote the original post here as the votes help our team gauge the interest for different suggestions in the forum. More on our process in this post.

If you'd like to know what this Community has to offer, please check out our New to Community forum.

Barbara Ward

With the enhancements of Dashboards, this need to update workflows to account wide would be extremely useful. When filtering by project status, having duplicate "in progress" or "completed" is annoying. It seems that could be developed in the "create workflow" section, where an alignment could occur: completed = completed, etc.

Rohan V

Hello @Barbara Ward, thank you for sharing your feedback with us, we’ll ensure your comment is forwarded to the relevant Product Team 👍