What is Table view?

Table view displays the items inside a space, folder, or project in a spreadsheet-style layout. Each row is a task, folder, or project, and each column shows an attribute like Assignee, Status, Start date, Due date, or a custom field.

With Table view you can:

• View your work in a clear, spreadsheet-like format
• Add, hide, and rearrange columns (fields)
• Edit many items at once with mass actions
• Sort, filter, and group your items
• Create new tasks, folders, and projects right from the view

How to open Table view

1. Open a space, folder, or project from the sidebar.
2. Look at the toolbar near the top. You will see your views listed as tabs.
3. Click + View next to the existing views.
4. Select Table from the list.
5. Your Table view opens. Switch back anytime by clicking the view tab at the top.

How to customize your Table view

Here are the basics every new user should know:

A simple real-world example

Imagine you are managing a content calendar.

You open the project in Table view and add columns for Assignee, Due date, Status, and a custom field called Content Type. Now you can see every article, who owns it, when it is due, and where it stands, all in one glance. Need to push five deadlines back a week? Select them all and use mass actions to shift the dates in one go. 🎉

Good to know

• Columns are per location. To see a custom field as a column, that field needs to be added to the folder or project you are viewing.
• Field changes can affect teammates. On a shared (public) view, changing which columns show can change the view for others too. If you want a layout just for you, create a private view.
• Need a consistent layout? You can copy a view to other locations, or set it up in a blueprint so new projects inherit it.
• Reorder items by clicking and holding the drag icon next to the row number, then dropping it where you want.

Learn more

Want to go deeper? The Wrike Help Center has a full walkthrough with examples and tips:

• Table View in Wrike
• Editing Data From Table View
• Grouping in Table View

Related posts in this series:

📌 See the big picture across all layouts: How to use views in Wrike
📌 Track work by status with drag-and-drop cards: What is Board view in Wrike? (link coming soon)
📌 Map out timelines and task dependencies: What is Gantt chart view in Wrike? (link coming soon)

Over to you

What is the first thing you want to track in Table view: deadlines, assignees, or a custom field of your own? Drop a comment and tell us how you are setting yours up. If you are not sure which columns to add, describe your workflow and the Community will help you build it! 💬

What are views in Wrike?

Views are the different options for how you see items inside a space, folder, or project. The important thing to remember: all views show the same data, just arranged differently. Change a task in one view, and it updates everywhere.

Here are the main views you can use:

📝 Note: Stream, Resources and Timelog require Business or higher, so your list may look different depending on your plan and role.

How to add and switch views

1. Open a project or folder from the sidebar.
2. Look at the toolbar near the top. You will see your current views listed as tabs.
3. Click the + View button next to the existing views.
4. In the window that opens, pick your view type, give it a name, and choose if it is visible to everyone (public) or only you (private).
5. Click Create.

Your new view is added. To switch between views, just click the view tab you want at the top.

💡Tip: Use clear, descriptive names like Release Calendar instead of just Calendar. Future-you will thank you.
 

 

How to set a default view

Want a project to always open in the same view?

1. Hover over the view tab you want (for example, Board).
2. Click the three-dot menu next to it.
3. Select Set as default view.

Now that view opens automatically every time you visit this location.

 

How to copy a view to other locations

Once you have set up a view just the way you like it (with your columns, filters, and sorting), you do not have to rebuild it in every project. You can copy it.

1. Hover over the view tab you want to copy.
2. Click the three-dot menu next to it.
3. Select the option to copy the view to other locations.
4. Choose where to copy it. You can copy it to all top-level subprojects and subfolders at once.

You can also bulk copy views and set them as the default for all the selected locations in one go, which saves a lot of time if you manage many projects.

Good to know: Copying currently works for top-level subitems. If your projects are nested deeper, you may need to copy in steps or set the view up manually in those locations.
 

 

A simple real-world example

Imagine you are planning a product launch:

• You open the project in Gantt chart to map out the timeline and set which tasks depend on others.
• Your teammates switch to Board view to drag their tasks from "In Progress" to "Done" during the week.
• Your manager opens Chart view to quickly see how many tasks are overdue.

Same project. Same tasks. Three different lenses. Nobody had to duplicate anything. 🎉

Good to know

• Views are per location. Setting a default view on one project does not pass it down to subprojects. You set it per level.
• Collaborators and Contributors cannot add new views, but they can still adjust filters and sorting on existing ones.
• Filters and sorting are saved per view. You can even make two Table views of the same project: one showing active tasks, another showing on-hold tasks.

Learn more

Want the full picture? The Wrike Help Center breaks every view down with examples:

• Wrike Views
• Table View in Wrike
• Gantt Chart in Wrike

Related posts in this series:

📌 Learn how to schedule Tasks and Projects: How to Schedule Tasks and Projects in Wrike
📌 Track progress once your work is scheduled: How to use project progress in Wrike
📌 Add context to your tasks and projects: How to add a description to a task in Wrike

Over to you

Which view are you reaching for most as you get started: Table, Board, Gantt, or Calendar? Drop a comment and tell us what you are using it for. If you are not sure which view fits your workflow, describe it below and the Community will help you pick! 💬

What "Scheduling" Means in Wrike

When you schedule a task or project, you set three things:

Wrike calculates duration automatically from your start and due dates. You can also set the duration and let Wrike fill in the rest.

How to Schedule Tasks and Projects

Scheduling works the same way for both tasks and projects. Pick whichever method matches where you're already working.

From Item View

1. Open the task or project.
2. Click the Date button (also shown as Set date).
3. Choose a Start date and Due date.
4. Set the Duration in days if you'd like.
5. Click Save.

 

From Table View

1. Go to the folder, project, or space where the item lives.
2. Switch to Table view.
3. Make sure the Start date and Due date columns are visible.
4. Double-click the date cell and pick your dates.

On the Gantt Chart

1. Switch to Gantt Chart view.
2. If an item has no dates yet, it appears at the bottom of the timeline (this is called a "backlogged" item).
3. Click and drag it onto the timeline to set the dates, or drag the edges to adjust duration. 

Let parent items calculate dates automatically (date rollup)

Instead of setting dates by hand, you can have a parent item calculate its dates from the items inside it. This works for both tasks with subtasks and projects with tasks. When it's on:

• Start date = earliest start date among its subitems
• Due date = latest due date among its subitems

To turn it on:

1. Open your folder or project in Table view.
2. Click the three-dot menu on the Start date or Due date column header.
3. Hover over Calculate subitems.
4. Choose the scope: Tasks and Projects, Tasks only, or Projects only.

📝 Please Note: This method is available on Business and above plans. If you later edit a parent item's dates by hand (for example, dragging it on the Gantt Chart), Wrike turns rollup off for that item, since you're overriding the calculated dates.

Simple Real-World Example

Say you're planning a Product Page Launch project due on Friday.

1. Set the project due date to Friday.
2. Inside it, schedule each task:

• Write page copy: Mon to Tue
• Design hero banner: Wed
• Publish page: Thu to Fri

Each task now has its own timeline, and the project timeline covers all of them. Everyone can now see exactly what happens and when. ✅

Good to Know 💡

• Removing a date changes the task. Clearing the Start date makes it a milestone (due date only). Clearing the Due date clears both dates and makes it backlogged (unscheduled), though its duration is kept.
• Working days only is on by default. When this option is checked in the date picker, Wrike skips weekends (and any non-working days in your work schedule) when calculating dates. Uncheck it if you need work scheduled on a weekend or holiday.
• Assignees affect dates. If you assign a task to someone, Wrike uses that person's work schedule. A task may shift if it lands on their time off or a non-working day.
• Changing project dates does not move the tasks inside. Scheduling flows upward (tasks to project), not downward. To move many tasks at once, use Shift dates in Table view.
• Task duration maxes out at 1,095 days. For anything longer, use a project instead.
• You need the right access. All users (except Collaborators, Contributors, and Viewers) can schedule tasks and projects. If your date fields are grayed out, your user role likely doesn't allow editing - check with your space admin.

Learn More 📚

Want the full details straight from the source? The Wrike Help Center breaks it all down:

• Scheduling a Task
• Backlogged Tasks on the Gantt Chart
• Calculating Subitems in Table View

Related posts in this series:

📌 Track progress once your work is scheduled: How to use project progress in Wrike
📌 Add context to your tasks and projects: How to add a description to a task in Wrike
📌 Find your scheduled work: How to find work assigned to you in Wrike

Over to You! 💬

How do you like to schedule your work: Item View, Table view, or dragging things around on the Gantt Chart? Share your go-to method or any scheduling tips in the comments.
We're all learning together! 🙌

Hello Community! 👋

Got a great idea to make Wrike even better? The Product Feedback forum is the best place to share your ideas, discuss workflow needs, and see what capabilities other teams are looking for.

However, with many ideas being shared across the Community, how do you make sure your feedback post is clear, structured, and easy for everyone to understand?

Here is a 4-step guide to crafting a well-written Product Feedback post that stands out!

1.Search First (Avoid Split Discussions!) 🔍

Before creating a new thread, use the Community Search bar or explore existing product feedback to see if someone has already posted a similar idea.

• Why it matters: If multiple members create separate posts for the exact same request, discussions become fragmented across different threads.
  
• The Smart Move: If an existing thread already covers your request, hit Upvote, add an 🙂 Agree reaction, and drop a comment with your specific use case. Uniting behind a single thread builds a strong, focused discussion!

2.Focus on the "Why" (The Pain Point) 🎯

When describing your request, don't just state the feature you want, explain the specific problem you are trying to solve.

• Clear Title: Use a descriptive title (e.g., "Option to auto-assign custom fields in Project Blueprints" instead of "Fix Blueprints").
  
• Describe the Impact: Detail how the current setup creates friction, how much time a change would save, or how it affects your team's day-to-day workflow.
  
• Why it matters: Other members might use a slightly different process than you, but when they read about your daily challenge they will relate and react with 💡 Insightful or 🙂 Agree!

3.Add Feature Tags for Maximum Discovery 🏷️

Tags are descriptive keywords that connect your post to specific Wrike product features.

• How to use them: When drafting your post, select relevant feature tags like dashboards, custom-fields, automation, or board-view.
  
• Why it matters: As covered in our Community Tags Guide, members actively follow and search specific feature tags. Adding them ensures your feedback appears in curated feeds where interested users can easily discover it!

4.Rally Your Peers & Share the Link 📢

Once your post is live, don't just leave it sitting there, share it!

• Share with Colleagues: Send the link to your teammates or fellow Wrike admins and ask them to log into the Wrike Community, share their thoughts, and add their perspective.
  
• Use Community Threads: Drop your link into community discussions like our Product feedback Wishlist Swap Post to get insights and feedback from other community members!

Ready to Share Your Ideas?

💬 Have you ever created a Product Feedback post in the Community? Drop a link to your post in the comments below, or share your own top tip for writing great feedback! ⬇️

Found this post useful? Tap a reaction below (👍 Like or 💡 Insightful) to show your support and help other members find this guide!

What Is Project Progress?

Project progress is a percentage that Wrike calculates automatically based on the tasks inside your project. It's a project-level feature, so you turn it on for the project itself.
Once it's on, Wrike keeps it updated in real time as tasks get completed.

How to Enable Project Progress

1. Open the project and go to its project item view.
2. Click Show more.
3. From the drop-down, click Progress.
4. Under Measure as, choose one of the three metrics (see below).

 
5. Your progress now shows as a percentage and updates automatically.

The Three Progress Metrics

You get to pick how Wrike calculates progress:

How to Enable Progress for All Projects at Once

If you want progress on many projects in a space:

1. Go to the space or folder holding your projects and switch to Table view.
2. Click Fields (or the + to the last column) and turn on the Progress column.
3. Click the three-dot menu next to the Progress column title.
4. Select Turn on for all projects.

 
📝 Note: this bulk action sets every project to the Tasks and duration average metric, even ones you set differently before.

Real-World Example

Say you have a project called "Q3 Product Launch" with 10 tasks. As your team finishes "Write press release," "Design landing page," and 1 more, your progress ticks up to 30% (using the Completed tasks metric). Your manager can glance at the Table view or a dashboard and instantly see how close the launch is, no status meeting required.

Good to Know 💡

• Projects only. Progress works on projects, not on tasks, folders, or parent tasks with subtasks.
• Your project needs tasks. With no tasks inside, there is nothing to measure and no percentage will show.
• Subfolders and subprojects count. Tasks nested deeper inside the project are included in the calculation.
• Deferred and canceled tasks are ignored. They are excluded from the math. So if 3 tasks are done and the rest are "On Hold" (a deferred status), progress can read 100%. If you want those counted, move them to an active status.
• Everyone can view it. All users, including Collaborators, Contributors, and Viewers, can see project progress.
• It must be enabled per project. There is no setting to turn it on by default for new projects. A common workaround is to either duplicate an existing project with enabled progress or build a project blueprint with progress already enabled, then create projects from it.

Learn More

Want the full picture on how the numbers are crunched? The Wrike Help Center breaks it down clearly:

• Project Progress
• Project Progress Metrics

Related in This Series

📌 The prerequisite for this post: What is a Project in Wrike?
📌 Understand the building blocks: How Wrike Is Structured: Spaces, Folders, Projects, and Tasks
📌 New to Wrike? Start here: How to navigate Wrike as a new user

Over to You

Which progress metric works best for your team: completed tasks, duration, or the average? And do you have a favorite way to display it for stakeholders? Share below! 💬


Tags: wrike-basics, project-progress, projects, getting-started, onboarding, new-users

Hello Community! 👋

Have you ever come across a post about Custom Fields or Automation, or tried to find threads specifically discussing AI Agents, or wondered how to get your feature requests noticed faster? That’s where Tags come in!

Tags are a simple yet powerful tool built right into our Community to keep our discussions organized, searchable, and easy to navigate. Here is everything you need to know about why and how to use them!

🏷️ What are Tags?

Tags are feature or topic-specific keywords attached to posts across the Wrike Community. While categories group content into broad topics, tags help identify the specific Wrike features being discussed.

Adding tags gives each post immediate context, allowing other members and the Wrike team to quickly understand what the conversation is about.

🎯 Why Should You Use Tags?

Using tags on your posts provides several key benefits:

• Make Posts Searchable: Members looking for information about a specific Wrike feature can search for or click a tag to instantly see related posts.

• Increase Visibility: Tags make it easier for other members to discover relevant discussions, questions, ideas, and resources.
  
• Help Gather Upvotes on Feedback: Tags help members find relevant Product Feedback posts so they can review and upvote feature requests.
  
• Support Faster Answers: When a post is tagged with the relevant feature, for example, blueprints - members with experience in that area are more likely to find it and help.
  
• Help Wrike Product Teams: For Product Feedback posts, tags help our product managers track interest in specific features and gather Community input more efficiently.
  
• Connect Related Conversations: Clicking a tag lets you browse a curated feed of posts across the Community that share the same topic.

🔥 Explore Popular Tags on the Homepage

Want to quickly dive into top topics or see what everyone is discussing? Check out the Popular Tags section right on our community homepage!

Clicking a tag from the homepage will take you to a curated list of all Community posts associated with that feature or topic.

🛠️ Feature Tags Available in the Community

When creating a post, you'll find tags corresponding to key Wrike product features, including:

• access-roles
• account-governance
• account-management
• blueprints
• board-view

And more! There are many feature tags ready to select whenever you draft a new post or feedback thread.

🚀 How Tags Are Added to Posts

Tags can be added to any post across the Wrike Community:

1. Create a New Post: Head to the relevant Community forum and start a new discussion.
2. Write Your Post: Add a clear title and include all relevant details.
3. Add Relevant Tags: Select tags related to the Wrike features or topics discussed in your post, or simply start typing terms like dashboards or AI agents to view and click on the tags relevant to your post.
4. Publish Your Post: Once added, the tags will appear on your post for everyone to see and click.

📌 Note: Wrike Community Admins will be adding appropriate tags to all new user posts across the Community, as well as retroactively tagging existing posts. So, if you notice tags appearing on your older posts, don’t be alarmed, we’re simply helping improve their visibility and making relevant content easier to find.

Ready to Explore Community Tags?

The next time you create or browse a post, look out for relevant feature tags! They make a big difference in keeping our Community organized, searchable, and helpful for everyone.

💬 Missing a Tag? If you are writing a post and notice a specific Wrike feature tag is missing, let us know in the comments below, and we'll add it to the list!

Which feature tag do you think you’ll explore the most? Have any questions about how tags work? Share your thoughts in the comments below! ⬇️

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):

1. Hover over the folder, or project title in the sidebar.
2. Right-click it (or click the three-dot menu) and select Share. 


b. From inside the folder or project (Table view or any view):

1. Open the folder, or project .
2. Click the Share button in the top-right corner.

 
c. From the item view or info panel:

1. Click the Info icon next to the folder or project title to open the item view.
2. 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

1. Open the task in item view.
2. Click the three-dot menu in the upper-right corner and select Share.
3. Type the name of the user or user group and select them.
4. Click Save.

How to Unshare

1. Open the item's Sharing dialog box,
2. Click the X next to the person's or user group's name,
3. 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.

1. Open the project and click Share.
2. Add your designer's name and set their role to Editor.
3. 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:

• Sharing Tasks
• Sharing and Unsharing Folders
• Sharing and Unsharing Projects
• Access Roles in Wrike
• Selective Sharing

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! 💬

The cleanest way to handle that in Wrike is by uploading a new version of the same file, instead of piling up separate attachments. Let's walk through it.

How to upload a new version

You have three easy ways to do this.

Method 1: Right-click the file

1. Open the task, folder, or project where the file is attached.
2. Right-click the attachment (located under the description field).
3. Select Upload new version and choose the file you'd like to upload.
4. Wrike automatically renames your new file to match the existing file's name.
5. The file uploads, and Wrike starts tracking which version you're on.

Method 2: Use the Add version icon

1. Open the task, folder, or project with the file.
2. Check the box to the left of the file name.
3. Click the Add version icon above the list of attachments and choose your file. 

Method 3: From the file's version panel

1. Click the file to open it in proofing.
2. Click the Versions icon in the upper right.
3. Click + New version and choose your file.

How to see all your file versions

Approvers and reviewers often want to compare old and new. Here's how to view the full history:

• Click the file in the attachments list to open it in proofing.
• Click the Versions icon in the upper right-hand corner.
• The version panel opens with the full list of versions on the left.

Real-world example

Your designer submits a logo for approval. An approver clicks Request changes and asks for a different color. Instead of attaching logo_v2.png as a separate file, the designer right-clicks the original logo.png and selects Upload new version. The updated file lands in the same stack, the approval can restart on the latest version, and everyone still has the first draft for reference.

Good to know

• Uploading a new version restarts the approval on the latest file, so approvers always review the newest one.
• Works only for files uploaded from your computer. Cloud-linked files (Google Drive, OneDrive, SharePoint) update in the cloud instead.
• Match the file type in most cases. A few are interchangeable (for example jpg/png, doc/docx, xls/xlsx).
• The file name stays the same as the original, even if your new file has a different name.

Learn more

Want the complete walkthrough? The Wrike Help Center has you covered:

• Uploading a New Version of the File
• Approvals in Wrike
• Attachments in Wrike

Related posts in this series

Keep your approval workflow smooth with these:

📌 New to approvals? Start with "How to Use Approvals in Wrike."
📌 Sending files out for review? Check out "How file approvals work in Wrike."
📌 Been added as an approver yourself? See "How to track pending approvals in Wrike" to keep decisions moving.

Over to you

How does your team handle files that go through multiple review rounds? Share your tips below and help other new users! 👇

How to submit a file for approval

Before you start: Your file needs to be attached to the task, folder, or project first. See "How to attach files to a task in Wrike".

1. Open the task, folder, or project where your file is attached.
2. Check the box to the left of the file you want reviewed.
3. Click Select for approval.
4. Click + Add approvers and select your reviewers (anyone with access to the item, including Collaborators and Contributors, can be added).
5. Set a due date for the approval.
6. Keep Approve files only checked if you want reviewers to approve just the file, not the whole task.
7. Click Start.

💡 Tip: You can also right-click the file and select Approvals → Select for approval to start the same process.

That's it. Approvers get notified in their Inbox and by email, and they review the file directly in Wrike's proofing tool.

How to leave feedback as an approver

Reviewing a file someone sent you? Here's how to give your decision and add comments:

1. Open the task, folder, or project with the pending approval (or click the notification in your Inbox).
2. Click on Review file to open it in the proofing tool.
3. To leave feedback, click anywhere on the file and type your comment. This pins your note to that exact spot.
4. When you're ready, click Approve or Request changes at the top.

File approval vs task approval

These two are easy to mix up, so here's the quick difference:

💡Tip: If you only want the file reviewed, make sure Approve files only is checked. If it's unchecked, reviewers will need to approve both the file and the task.

Real-world example

Your designer finishes a social media graphic. Instead of emailing it around:

1. Open the task with the graphic attached.
2. Check the box next to the file and click Add to approval.
3. Add your Creative Director as an approver and set a 2-day due date.
4. Keep Approve files only checked, then click Start.

The Creative Director opens the file in proofing, leaves comments directly on the design, and clicks Approve or Request changes. No email chains, no lost files.

Good to know

Learn more

Want the full walkthrough with visuals? The Wrike Help Center is a great next step:

• Adding Files to Approvals
• Approvals in Wrike
• Approving a Task, Folder, or Project

Related posts in this series

Keep your approval workflow smooth with these:

📌 New to approvals? Start with "How to Use Approvals in Wrike."
📌 Been added as an approver yourself? See "How to track pending approvals in Wrike" to keep decisions moving.

Over to you

What kinds of files does your team send for approval most often? Share your workflow below and help other new users get started! 👇

Ways to track pending approvals

Check your Inbox

Every time you're added as an approver, you get a notification in your Wrike Inbox. This is the fastest way to catch new approval requests as they come in.
 

 
You can also use Inbox filters to surface approval notifications, so you can quickly find and focus on what matters most.
 

 

Use filters in Table view or My To-Do

1. Open Table view for the space, folder, or project you want to check.
2. Click Filters.
3. Set Approval Status and Decision to Pending.
4. Set Approver to Current User. 

 
You can follow the same steps in the My To-Do folder.
 

 
This shows the tasks or projects waiting on your decision.

Create a Dashboard widget

1. Go to Dashboards and open or create one.
2. Click +Widget.
3. Choose widget type as Table.
4. Choose your item type (Task or Project, or both).
5. Apply filters: Approver = Current User and Approver Decision = Pending.
6. Save the widget. 

 You can also use the ready-made "My Pending Task Approvals", "My Overdue Task Approvals", "My Pending File Reviews", or "My Overdue File Reviews" widget templates.

⚠️ Note: These templates filter by the overall Approval Status (Pending/Overdue), not by your individual decision. So a task may still show up in these widgets even after you've submitted your approval, if other approvers haven't given their decision yet. More flexible approver logic is on the way - stay tuned! 👀

How to Give Your Decision

Once you've found the item:

• Open the task, folder, or project with the pending approval.
• Look for the approval panel near the description.
• Click the number of approvers to see who else is involved and what's still pending.
• Click Approve or Reject, and add a comment if you'd like to explain your decision (or click Don't send to skip it).

Real-world example

Say you're a Marketing Manager and five teammates tag you as an approver on different campaign assets throughout the week - some as tasks, some as projects.

Early in the week, you catch a couple of them via your Inbox notifications. But by Thursday, five is a lot to track manually, so you set up two Dashboard widgets (one for tasks, one for projects) filtered by Approver = Current User and Approval Status and Decision = Pending.

Now you open one Dashboard each morning and see everything still waiting on your decision, in one place - no digging through individual projects required.

Good to know

Learn more

Want the full picture on how approvals work in Wrike? Here's a good place to start:

• Approving a Task, Folder, or Project
• Approvals in Wrike
• Inbox in Wrike
• Table View in Wrike
• My To-Do
• Creating Widgets

Related posts in this series

📌 New to Approvals? Start with "How to Use Approvals in Wrike" to learn how to start, approve, and manage the process end to end.
📌 Approval decisions often come with comments and @mentions . See "How to Add Comments and @Mentions in Wrike " for the full picture.
📌 Curious where your approval requests actually show up? Check out "What is the Inbox in Wrike?"

Over to you:

How do you currently keep track of your pending approvals? Drop your setup below, it might help someone else in the community!

How to Start an Approval

1. Open the task, folder, or project that needs approval (in item view).
2. Click Approvals in the panel above the description field.
3. Add a short description if needed.
4. Select your approvers (anyone with access to the item, including Collaborators and Contributors, can be added as an approver).
5. Set a due date for the approval.
6. Add any files you want reviewed, if relevant.
7. Click Start.

That's it. Approvers instantly get a notification in their Inbox and by email.
 

What's in Advanced Settings?

This is where you can customize the approval flow beyond the basics:

How to Approve (or Reject) Something

If you're the one approving:

1. Open the task, folder, or project with the pending approval.
2. Look for the approval panel at the top, near the description.
3. Click on the number of approvers to see who else is involved and what's still pending.
4. Click Approve or Reject.
5. Add a comment if you'd like to explain your decision, or click Don't send to skip it.

Real-World Example

Say your design team finishes a client's social media graphics. Instead of emailing the files around for sign-off:

1. Open the task with the final files attached.
2. Click Approvals, add your Creative Director and the Account Manager as approvers, and set a 2-day due date.
3. Click Start.
4. Both approvers get notified, review the files inside Wrike, and click Approve (or leave feedback if changes are needed).

No email chains, no lost attachments, everything is tracked on the task itself.

Good to Know

Learn More

For a deeper dive into approval settings, custom workflows, and request form integration, the Wrike Help Center has you covered:

• Approvals in Wrike
• Adding Approvals to a Task, Folder, or Project
• Approving a Task, Folder, or Project

Related posts in this series

📌 Approval decisions often come with comments and @mentions . See "How to Add Comments and @Mentions in Wrike " for the full picture.
📌 Curious where your approval requests actually show up? Check out "What is the Inbox in Wrike?"
📌 Want to see all your pending approvals in one place? "How to Find Work Assigned to You in Wrike" covers My To-Do and Dashboard techniques that work well for tracking approvals too.

Over to you:

How does your team use Approvals today, manually on each task, or built into your workflow? Any tips for keeping approvals from piling up? Share below! 💬

Hey Community! 👋

Comments and @mentions are how you communicate inside Wrike without leaving the task . Instead of sending a separate email or direct message, you can loop people in right where the work is happening. Here's how to use both:

How to add a comment

1. Open the task, project, or folder you want to comment on.
2. Find the Stream or Activity Stream section .
3. Click Add a comment.
4. Type your message.
5. Click Send. Alternatively, press Enter or Ctrl+Enter (Windows) / Cmd+Enter (Mac)

 

How to @mention someone

1. While typing your comment, type @ followed by the person's name (or a user group name).
2. Select the correct person or group from the dropdown that appears.
3. Finish your comment and send it as usual.

That's it. The person you mentioned will get a notification in their Wrike Inbox.  

• Attach a file: Click the paperclip icon in the comment box to attach a document, image, or other file directly to your comment.
• Insert an emoji: Click the emoji icon in the comment box to add emojis directly into your comment text as you type. Additionally, hover over an already-posted comment and click the react icon to add a quick emoji reaction without writing a reply.
• Format your text: On desktop/web, the comment box supports bold, italic, strikethrough, and code blocks.

  

Want AI to help you write or catch up on comments?

If Generative AI is enabled on your account, you'll notice a couple of extra tools in the comment box:

• An AI icon that lets you refine a comment you've already typed - fix grammar, change the tone, or translate it into another language.
• A Summarize comments button that appears once a thread has more than 5 comments, giving you a quick recap instead of scrolling through everything.

 
Separately, AI Agents can be @mentioned in comments to appoint and activate them. To set this up, Space admins configure them to automatically post comments, update fields, or @mention people based on triggers you define - without anyone typing anything .

For example, an agent could automatically comment "@David , this task is overdue" when a due date passes. 



Real-world example

Say you're reviewing a draft attached to a task and notice a typo, and you also want to confirm the timeline is still on track. Instead of messaging the author elsewhere, you'd open the task, go to the comment box, and type:

@Amy White noticed 'configur' should be 'configure' in paragraph 2 . Can you fix that and confirm we're still on track to publish this by Friday?

Amy gets an Inbox notification right away, and the conversation stays attached to the task for anyone else who checks it later.
  

  

Good to know

• @mentions share the item automatically. If the person you mention doesn't already have access to the task, project, or folder, mentioning them gives them Full access automatically.
• @assignees only works on tasks, not projects or folders (since projects use "owners" instead of assignees).
• @followers works on tasks, projects, and folders and notifies everyone currently following that item.
• You can't @mention someone in a description, only in comments.
• Commenting on a task automatically makes you a follower of that task, so you'll get updates on future activity.
• The reply button doesn't auto-notify everyone in the thread. If you click "Reply" it @mentions the original commenter only . You'll need to manually @mention anyone else you want to loop in .
• If you have limited access (like Editor without sharing rights), you can only @mention people who already have access to that item .

Learn more

If you'd like the full technical details on syntax and mention types, these Help Center articles have you covered:

• @Mentions in Wrike
• Adding Comments From Streams
• Generative AI 
• AI Agents in Wrike

Related posts in this series

📌 Looking for ways to keep important items at your fingertips? Check out "How to Pin, Star, and Save Work for Quick Access in Wrike"
📌 Wondering where your task updates actually show up? Check out "What is the Inbox in Wrike?"
📌 Following helps you track others' work. To find your own, see "How to Find Work Assigned to You in Wrike"

Over to you

Do you rely more on @mentioning individuals , or do you use @followers and @assignees to reach a wider group ? Share your comment habits below! 👇

Find these posts useful? Don’t forget to Like, Agree, or mark them as Insightful to let us know that this content is helpful! You can learn more about reactions and their importance here.

What Happens When You Follow a Task?

When you follow a task, you'll receive notifications about changes to:

• Assignees
• Start and due dates
• Status
• Description
• Comments

These updates appear in your Stream and can also be sent to your email, depending on your email notification preferences.

How to Follow a Task

1. Open the task in Item view.
2. Click the three-dot menu in the top-right corner.
3. Select Follow from the dropdown.

That's it. You're now following the task.

Want to Add Someone Else as a Follower?

1. Open the task in Item view.
2. Click the three-dot menu in the top-right corner.
3. Select Edit followers.
4. Click the + icon.
5. Search for and select the user you want to add. 

How to Unfollow a Task

No longer need updates? Here's how to stop following:

1. Open the task in Item view.
2. Click the three-dot menu in the top-right corner.
3. Select Unfollow.

To remove another user as a follower:

1. Open the task in Item view
2. Click the three-dot menu in the top-right corner.
3. Select Edit followers.
4. Hover over the person's name and click the x that appears.



How to Track Your Followed Tasks

Apart from stream, you can also add a "Tasks I Follow" dashboard widget to see all the tasks you're tracking in one place. This is especially useful if you follow tasks across multiple projects and want a centralized view.

📝 Please Note: This widget only shows tasks you've manually followed (clicked the Follow button), not tasks you follow automatically.

 

Real-World Example

Let's say you're a marketing manager and your designer is working on a new campaign banner. You're not creating the banner yourself, but you need to know when the status changes or when comments are added. Instead of asking for updates, just follow the task. You'll see every update in your Stream automatically.

Good to Know

Learn More

For the full walkthrough with screenshots, head over to the Wrike Help Center:

🔗 Following Tasks
🔗 Assigning, Following, and Approving Tasks

Related Posts in This Series

📌 Looking for ways to keep important items at your fingertips? Check out "How to Pin, Star, and Save Work for Quick Access in Wrike"
📌 Wondering where your task updates actually show up? Check out "What is the Inbox in Wrike?"
📌 Following helps you track others' work. To find your own, see "How to Find Work Assigned to You in Wrike"

Over to You

How do you use the Follow feature in your day-to-day workflow? Do you follow tasks to keep an eye on your team's progress, or do you prefer being assigned? Share your tips below! 👇

Your Quick-Access Options at a Glance

How to Pin Items to Your Sidebar

Pinning a folder, project or tools places them in the Pinned section of your sidebar for one-click access. Here's how to pin each type:

How to Pin a Folder or Project

• Open the folder or project
• or Locate it in the sidebar and hover over the title.
• Click the Pin icon that appears to the right.

Pinned folders and projects appear in the Pinned section of your sidebar.

How to Pin a Tool

All space tools can be pinned to your sidebar for quick access.

1. Open the tool (Dashboard, Report, Calendar etc.) you want to pin from the Tools section in your space, or find it under More in the sidebar.
2. Click the Pin icon next to its title at the top of the page.

The item now appears in your Pinned section in the sidebar.

How to Pin a View

1. Navigate to the folder, project, or space that contains the view.
2. Switch to the view you want to pin.
3. Click the three-dot menu next to the view name.
4. Select Pin to sidebar.

How to Unpin Any Item

• Folders and projects: Hover over the item in the sidebar or in the Pinned section and click the Pin icon again.
• Dashboards, reports, and calendars: Open the item and click the Pin icon again, or hover over it in the Pinned section to unpin.
• Views: Use the three-dot menu next to the view name and select the 'Unpin from the sidebar' option.

Quick Access for Tasks

Tasks cannot be pinned to the sidebar. Here's what to use instead.

Option 1: Star a Task

Starring saves a task to a dedicated smart folder for quick lookup anytime.

1. Open the task in Item view.
2. Click the three-dot menu in the upper-right corner.
3. Select Star.
4. You can also right-click on a task in Table view or click the three-dot menu, and select Star from there.

Your starred tasks live in the Starred tasks smart folder in the sidebar. If it's not visible, check under More in the sidebar.

To remove: Open the three-dot menu again and select Unstar. 

Option 2: Add to My To-Do

This places the task in your personal working list alongside tasks already assigned to you.

1. Open the task in Item view.
2. Click the three-dot menu in the upper-right corner.
3. Select Add to My to-do.
4. You can also right-click on a task in Table view or click the three-dot menu, and choose Add to My to-do from the context menu.

Your My to-do folder lives in your Personal Space and automatically collects tasks assigned to you, tasks you manually add, tasks where you are a file approver. 

A Quick Real-World Example

Imagine you're a marketing coordinator juggling several campaigns:

• Pin the "Q3 Campaigns" project to your sidebar so you can jump to it instantly every morning.
• Pin the "Brand Assets" folder so your team's shared files are always one click away.
• Star a task called "Review vendor contract" that you need to check back on later this week.
• Add to My to-do a task called "Draft social copy" that you're actively working on today.

Good to Know

• All pinning is personal. Your pins, stars, and My to-do items are visible only in your own workspace. They never affect other team members.
• Want a bird's-eye view of your work? You can also set up a Personal Dashboard in your Personal Space to see your tasks, overdue items, and priorities all in one place. We'll cover this in a future post - stay tuned!
• Need shared quick access for your whole team? Space admins can add Bookmarks to a space. Bookmarks are URL-based links (to folders, projects, tools, or external sites) visible to all space members. Find them under the Space overview.
• Starring vs. My to-do: Think of starring as a bookmark and My to-do as your active working list. You can use both on the same task.
• Spaces cannot be pinned. If you need quick access to items inside a space, pin the specific folders or projects within it.
• Drag to reorder: You can drag and drop pinned items in the sidebar to arrange them in your preferred order.

Learn More

The Wrike Help Center has detailed walkthroughs for each of these features:

• Pinning and Unpinning Folders
• Pinning and Unpinning Projects
• Starring Tasks
• My To-Do
• Managing Bookmarks in Spaces.

Related Posts in This Series

📌 Want to stay updated on tasks without being assigned? See "How to Follow a Task in Wrike" (link coming soon).
📌 Looking for tasks assigned to you? Check out "How to Find Work Assigned to You in Wrike."
📌 Need another way to find things fast? See "How to Search in Wrike."

Over to You

How do you keep your most important work front and center in Wrike? Do you pin folders, star tasks, or use a combination of everything? Drop your tips below! 👇

What the Inbox Does

Your Inbox collects notifications about events in Wrike that are relevant to you. You'll receive a notification when:

• Someone assigns a task to you
• Someone @mentions you in a comment
• A task, folder, project, or space is shared with you
• A dependent task is completed and your task is ready to start
• A dashboard, report, or workload chart is shared with you
• Other relevant updates happen on items you follow. For a full list of notification triggers, check this Help Center article.

How to open it

Click the Inbox option in the left-hand side panel to access your notifications. You'll also notice a bell icon (🔔) in the top navigation bar when you scroll down in the side panel. Clicking it will take you to the same Inbox view. Your notifications appear in the Incoming tab.

Incoming, Sent, and Archive

The Inbox has three sections:

When you're done with a notification, you can archive it to move it out of Incoming and keep things tidy. Archived notifications stay in the Archive tab (until they expire).

However, if a new update happens on an archived item (e.g., someone adds a comment), the card automatically moves back to Incoming.

How to Interact with Notifications

When you hover over a notification card, you'll see action icons appear:

1. Click the notification to open the related task or project and see full details. If a dashboard, report, or workload chart was shared with you, you'll see an option to open that item instead.
2. Archive (box icon): Moves the notification to the Archive tab.
3. Snooze (clock icon): Temporarily moves the notification to Archive and brings it back at a date and time you choose.
4. Mark as read/unread (dot icon): Toggle the read status by clicking the dot icon that appears on the right side of the card.
5. Filter your notifications: Use the filter option at the top of the Inbox panel to switch between All Notifications and Only Unread. It is helpful when your Incoming tab is full and you want to focus on what's new.

You can also click Archive All in the three-dot menu (⋮) in the top-right corner to clear your entire Incoming tab at once.

Snoozing: Your "Remind Me Later" Button

Snoozing is great for notifications you don't need right now but want to revisit later.

1. Hover over a notification and click the clock icon.
2. Pick a preset time (Later today, Tomorrow, Next week) or choose a specific date.
3. The notification moves to Archive with a snooze indicator.
4. It reappears at the top of your Incoming tab (marked as unread) at the time you selected.

A Real-World Example

Imagine you're a copywriter starting your Monday morning:

1. You open your Inbox and see three notifications:
2. Your manager assigned you a new blog post task.
3. A designer @mentioned you asking for headline copy on a landing page .
4. A project folder was shared with you for an upcoming campaign.
5. You click the blog post notification, review the task details, and get started. Then you archive that notification.
6. The designer's request needs research, so you snooze it until Wednesday.
7. You click the shared project notification to explore the new campaign folder, then archive it.

Your Inbox is now clear, and you have a snooze reminder set for Wednesday. Clean start to the week.

Good to Know

• Notifications expire after 4 weeks. After that, they disappear from both Incoming and Archive automatically. This cannot be changed or extended.
• Snoozing beyond 4 weeks still works. If you snooze a notification for more than 4 weeks out, the reminder will still appear on the date you set.
• Inbox notifications are separate from email notifications. Turning off email notifications in your settings does not affect what appears in your Inbox. The two systems work independently.
• You won't get an Inbox notification for your own actions. If you assign a task to yourself or make changes to your own items, Wrike assumes you already know and won't notify you. To keep track of your own work, try using My To-Do, starring tasks, or setting up a Personal Dashboard.
• Clicking a notification opens the item. This is a fast way to jump straight to the work that needs your attention.

Learn More

Head over to the Wrike Help Center for the full details on managing your Inbox:

• Inbox in Wrike
• Snooze and Disable Inbox Notifications
• Interacting With Inbox Notifications

📌 Related in this series:

• How to Find Work Assigned to You in Wrike
• How to navigate Wrike as a new user

Over to You

How do you use your Inbox? Do you check it first thing in the morning, or do you rely more on My To-Do or Dashboards? Any tips for keeping it under control? Drop your thoughts in the comments! 💬

Hello Community! 🌳

The Wrike Community thrives because of you, and now your contributions are recognized through our Community Ranks.

We've updated our ranks and perks to better reflect and reward your contributions. Here's everything you need to know:

👉🏼 What Are Community Ranks?

Your rank reflects your overall contribution across the Community. As you engage, help others, and grow your expertise, you'll progress through the following ranks:

* Legend rank is discretionary and awarded by the Community Team.

🎁 Perks by Rank

As you climb the ranks, you unlock increasingly exciting benefits:

⚠️ Additional opportunities will be announced and this list may change.

📈 How to Grow Your Rank

Ready to level up? Here are the most effective ways to progress:

• 💬 Ask and answer questions in the Community
• 📝 Share best practices, templates, or workflows
• 👍 React to and engage with others' posts
• 🧪 Participate in betas, research, or advocacy activities
• 📚 Complete Wrike learning and training opportunities

This is designed to reward sustained and meaningful contributions and not just activity, but real impact. There's more to recognition than ranks! Learn about the different types of community badges and what each one means in this post. 🏅And keep an eye out for our Community news - we’re adding more badges and opportunities to contribute 📌

🚀 Your Journey Starts Now

We're looking forward to recognizing your impact more clearly across Wrike. Keep asking, answering, sharing, and experimenting. Your badges and rank will grow right along with you.

We can't wait to see you climb the ranks! 💚

What Is a Subtask in Wrike?

A subtask is a smaller task that lives underneath a parent task. It helps you split work into manageable steps, assign pieces to different people, and track progress at a more detailed level.

📝 Quick Note: In the Wrike interface, you'll see the word "subitem" or "item" on buttons and menus instead of "subtask." Subitems is a broader term used for any item nested under a parent (tasks, projects, or folders). And there is no limit to how many levels deep you can nest.

Create a Subtask From Item View

This is the most common way to add a subtask.

1. Open the parent task where you want to add a subtask.
2. Click the Add subitem button below the Status field.
3. If subitems already exist, click + Item at the bottom of the subitem list instead.
4. Type a name for your subtask.
5. Press Enter on your keyboard.

Your subtask is created instantly. Click on it to open it and add details like assignees, due dates, or a description.



Add a Subtask From Table View

Table view gives you a few options to add subtasks:

Drag and drop:

1. Open the folder or project containing your tasks and switch to Table view.
2. Click and hold the drag icon to the left of the task you want to turn into a subtask.
3. Drag it on top of the task that should become the parent. You will see blue lines appear around the parent task.
4. Release your mouse.


Right-click menu:

1. Right-click on the task that should become the parent.
2. Select Add subitem.
3. Type the name of a new subtask, or paste the permalink of an existing task.
4. Press Enter.

 Three-dot menu:

1. Click the three-dot button next to a task's title in Table view.
2. Select Add subitem.
3. Enter a name or permalink
4. Press Enter.

 

Create Subtasks From a Task Description

If you have a list of action items written in a task's description, you can turn them into subtasks without retyping anything.

1. Highlight the lines of text you want to convert.
2. Click the Create subitems icon that appears to the left of the highlighted text.
3. Each line becomes a separate subtask.

 

Real-World Example

Imagine you have a task called "Plan Team Offsite." You could add subtasks like:

Each person can update their own subtask's status without affecting the others. When you mark the parent task as complete, Wrike will ask if you want to mark all subtasks as complete too.

Good to Know

• Who can create subtasks? All users except collaborators, contributors, and viewers.
• No nesting limit: You can create subtasks within subtasks as many levels deep as you need.
• Subtask location: Subtasks inherit their location from the parent task. You will see a grayed-out folder tag (called a "ghost tag") on the subtask showing where the parent lives. This tag cannot be removed directly from the subtask.
• Converting an existing task: You can turn any existing task into a subtask by typing its name or pasting its permalink into the Add subitem field. The same subtask can even be added to multiple parent tasks.
• Completing a parent task: When you mark a parent task as complete, a popup asks if you also want to complete all its subtasks.
• AI option: On supported plans, Wrike's AI can scan a task description and automatically suggest actionable items to create as subtasks. Check the AI Subitem Creation article for details.

Learn More

For the full walkthrough with screenshots, head over to the Wrike Help Center:

• Creating Subitems
• Converting a Task to a Subtask
• Subitems in Wrike

📌 Related in this series:

If you're just getting started, you might also find these helpful:

• How to add a description to a task in Wrike
• How to set a due date in Wrike
• How to attach files to a task in Wrike

Over to You

What's the most complex task you've broken down using subtasks? Did it change how your team tracked progress? We'd love to hear your story! 💬

Hey Community! 👋

Great collaboration starts with easy access to the right files. In Wrike, you can attach design briefs, spreadsheets, reference videos, client documents, and more directly to your tasks, so your team always has what they need, right where the work happens.

Here's everything you need to know about attaching files in Wrike.

How to attach a file to a task

1. Open the task you want to attach the file to.
2. Drag and drop the file from your computer to the bottom of the task. The area will turn blue to show you where to drop it. (Works in Chrome, Firefox, Safari, and the Wrike Desktop App.)
3. Or click the Add files button (paper clip icon 📎) above the description field and choose your source:

• Your computer
• Google Drive (including Team Drives for G Suite accounts)
• Dropbox
• Box
• Microsoft OneDrive (personal or business)
• SharePoint
• YouTube (paste a public or unlisted video URL)
• MediaValet
• Bynder
• Website links

4. Select your file and press OK to upload.5. Once uploaded, the file appears below the description field and is accessible to everyone shared on that task. 

 Other ways to attach files:

• Via comments: Use the paperclip icon in the comment editor to attach a file alongside your message.

• From Microsoft Office: Use the Wrike for Office Documents add-in to attach your Word, Excel, or PowerPoint file directly to a task without leaving the app.

Finding all your files

Once you start attaching files across multiple tasks, you'll want an easy way to see everything in one place. That's where Files view comes in!

Navigate to any space, folder, or project, switch to Files view from the view options, and you'll see every attachment within that location.

From there you can sort, filter, download, or delete files without opening individual tasks. Files View is available on Team plans and above.

Real-world example

Your marketing team receives a campaign brief as a PDF. You open the campaign task in Wrike, click Add files, select Your computer, and upload the PDF. Now everyone assigned to the task can access the brief without digging through email.

Good to know

• Works on folders and projects too: You can attach files to folders and projects the same way. Open the folder or project item view and follow the same steps.
• Spot tasks with attachments easily: In Table view, a paperclip icon appears next to tasks that have files attached, so you can quickly tell which tasks have attachments without opening them.
• File size limits: The maximum size for a single file is 4 GB on Free, Team, and Business Plus plans, or 10 GB on Legacy Enterprise and Pinnacle plans. There are no file type restrictions, so any format can be attached.
• No limit on attachments per task: You can attach as many files as you need to a single task. However, attaching a very large number of files to one task may affect workspace performance.
• First-time cloud storage users: If you're attaching from Google Drive, Dropbox, Box, OneDrive, SharePoint, Bynder, or MediaValet for the first time, Wrike will ask you to sign in and grant access.
• Cloud files stay linked: When you attach a file from cloud storage, Wrike adds a link to the original file. You'll always see the latest version, and any edits save directly to the cloud.
• File previews: DOC, DOCX, PPT, XLS, and PPTX files can be previewed directly in Wrike. (Not available on Free and Team plans.)
• Can't see the Add files option? Your account admin may have restricted certain file sources. Reach out to them if something looks missing.

📚 Learn more

For the full walkthrough and additional details, check out the Wrike Help Center:

• Attaching Files to Tasks, Folders, and Projects
• Attachments in Wrike
• Attaching a File to An Existing Task in the Wrike for Office Documents Add-In
• Files View in Wrike

📌 Related posts in this series

If you're just getting started, you might also find these helpful:

• How to add a description to a task in Wrike
• How to set a due date in Wrike
• How to change task status in Wrike

Over to you

What's your best tip for keeping task attachments organized? Share below and help others get started on the right foot! 👇

What Is the Description Field?

The description field is a built-in text area available on every task as well as projects and folders.

It works as a real-time live editor, meaning your changes are saved automatically and instantly. If a teammate is editing the same description at the same time, you'll even see their cursor and name appear in the field.

How to Add a Description to a Task

1. Open your task by clicking on it from any view (Board, Table, Gantt Chart, etc.) to open it in Item View.
2. Locate the description field. It sits below the task title in the Item View panel.
3. Click into the description field. A formatting toolbar will appear above the text area.
4. Start typing your description. Add any details, instructions, or context your team needs.
5. You can also Write with AI. Click Write with AI in the description field or the AI icon in the formatting toolbar to generate, rewrite, translate, summarize, or improve your description using preset or custom prompts.
6. That's it! Your text saves automatically as you type. No save button needed.

 

Formatting Your Description

Once you click into the description field, a toolbar appears with options to style your text:

You can also use keyboard shortcuts for formatting. For example: Ctrl+B (Cmd+B on Mac) for bold, Ctrl+I (Cmd+I on Mac) for italics.

A Real-World Example

Let's say you're a marketing manager creating a task called "Write Q3 Blog Post." In the description, you might add:

• Topic: Product launch recap
• Target audience: Existing customers
• Word count: 800-1,000
• Deadline notes: Draft due by Friday, final version by next Wednesday

This gives your writer everything they need without a separate email or message.

Good to Know

• Auto-save is always on. There's no save button. Wrike saves your description changes in real time as you type.
• Real-time collaboration. Multiple people can edit the same description simultaneously. You'll see each person's cursor and name.
• Who can edit? All users except Collaborators, Contributors, and Viewers can edit task descriptions. If you can't edit a description, check your user role or access permissions with your account admin.
• Version history. You can view past versions of a description by clicking the Version History icon on the right side of the formatting toolbar. Helpful if something was accidentally deleted.
• Gantt Chart view. If you're working in Gantt Chart view, hover over a task and click "View details" to open Item View, where you can then edit the description.

Learn More

For a full breakdown of every formatting option and keyboard shortcut, check out our Wrike Help Center articles:

🔗 Description Field
🔗 Generative AI
🔗 Keyboard Shortcuts

📌 Related in this series:

• How to assign a task in Wrike
• How to set a due date in Wrike
• How to change task status in Wrike

Over to You

How do you use task descriptions in your workflow? Do you keep them short and simple, or do you use checklists, tables, and formatting to build detailed briefs? Share your tips below. 👇

What Are Custom Workflows?

Custom workflows let you define your own set of statuses that match how your team actually works. Instead of forcing your process into generic statuses, you build statuses that reflect your real steps.

Custom workflows are available on Business, Enterprise, and Pinnacle plans. There are two types:

How to Create an Account-Wide Custom Workflow

1. Click your profile image in the sidebar.
2. Select Settings from the dropdown.
3. Click Workflows in the left-hand navigation panel.
4. Click + Workflow.
5. Enter a name for your new workflow (e.g., "Marketing Content Workflow").
6. Add statuses by clicking Add Status at the bottom of any status group (Active, Completed, Deferred, or Cancelled). Enter a name and pick a color.
7. Drag and drop statuses to arrange them in the order your team uses.
8. Click Save.

Your new workflow is immediately available for all team members. 

 How to Create a Space Workflow

1. Click the gear icon next to the space name in the sidebar.
2. Switch to the Workflows tab.
3. Click + Workflow, then select the item type it applies to
4. Then click on Create new workflow.
5. Name the workflow, add your statuses, and choose colors.
6. Click Save.

Applying a Custom Workflow

Once created, you can set your custom workflow as the default for a folder, project, or space.

• Click on the three dot menu on the folder or project name in the sidebar
• Hover over Change default workflow
• Select your custom workflow.  

New tasks created in that location will automatically use the first active status from your chosen workflow.

You can also switch an individual task to a different workflow from Item view by clicking the status and selecting a status from another workflow.

Real-World Example

Let's say your marketing team uses a custom "Content Pipeline" workflow with the statuses: Draft → Editor Review → Approved → Published.

You're managing the task "Write Q3 Blog Post." After finishing the first draft, you open Board view and drag the task card from the "Draft" column to "Editor Review." Your editor sees the update immediately and knows it's their turn!

Good to Know

• Admin access required. Only account admins can create account-wide workflows. Only space admins can create space-level workflows. Regular users should reach out to their admin.
• Fixed vs. flexible workflows. You can lock transitions so users can only move tasks to specific predesignated statuses. Great for enforcing process compliance.
• Existing tasks aren't affected. Setting a new default workflow on a folder or project only applies to new tasks. Existing tasks keep their current workflow unless manually changed.
• Status and workflow permissions are linked. The ability to change a task's status and switch its workflow are controlled by a single permission. To prevent workflow switching while allowing status changes, use fixed workflows.

Learn More

The Wrike Help Center has detailed guides with screenshots for everything covered here:
🔗 Workflows in Wrike
🔗 Creating an Account-Wide Custom Workflow
🔗 Creating a Space Workflow

Related Posts in This Series

📌 New to changing statuses? Start with "How to Change a Task's Status in Wrike".
📌 Need to set a deadline? Check out "How to Set a Due Date in Wrike".

Over to You

Has your team created custom workflows that made a big difference? What statuses did you add that the defaults didn't cover? Share your tips below! 👇

Today’s Challenge: Leave one Comment on a Post 💬

We are keeping it super simple. Your mission is to dive into the forums, find an existing thread that interests you, and drop a comment. It could be a question, an extra tip you want to add, or just a quick "Thanks for sharing this!" on a helpful post.

Participation Details:

1. Browse through the Wrike Community and find any post that catches your attention.
   
   
2. Share your thoughts or say thanks by leaving a comment on that thread.
   
   
3. Looking for a place to start? Head over to our Getting Started or Q&A and Tips sections to see what your peers are currently working on.
   
   
4. Alternatively, to get started quickly, you can comment directly under this post and share what content you would like to see more of in the Community, or your absolute favorite Wrike feature!

Hey Community! 👋

One of the most important things you'll do in Wrike every day is update your task statuses. It's the simplest way to keep your team in the loop on where things stand. Let's walk through exactly how to do it.

What Are the Default Task Statuses?

Wrike comes with five default statuses out of the box:

Please Note: A task can only have one status at a time.



How to Change a Task's Status

Option 1: From Table View

1. Navigate to the folder, project, or space where your task is located.
2. Right-click the task row.
3. Hover over Change status.
4. Select the new status from the list.

You can also click directly on the Status column in the task's row and pick a new status from the dropdown. 

Option 2: From Item View

1. Click on a task to open it in Item view (the panel that appears on the right side of your screen).
2. Click the Status field near the top of the task.
3. Select the status you need from the dropdown.

  
Quick Tip: In the item view, click the checkbox in the task's status field to mark it as complete instantly.

 

Option 3: From Board View

1. Click and hold the task card you want to update.
2. Drag it to the column that represents the new status.
3. Drop it. The status updates automatically.

You can also hover over a task card, click the three-dot menu, select Change status, and choose the new status from the dropdown.

 
Take It Further with Custom Workflows

Wrike's default statuses give you a solid starting point that works right out of the box. And when your team is ready, you can go even further by creating custom workflows (available on Business plans and higher).

Custom workflows let you design statuses that match your exact process - whether that's a content pipeline, a software release cycle, or a client onboarding flow.

📌 We'll cover exactly how to create and apply custom workflows in our next post: "How to create custom workflows in Wrike." Stay tuned!

Real-World Example

Let's say you're a marketing coordinator and you just finished writing a blog post. The task "Write Q3 Blog Post" is currently set to "In Progress." You open the task in Item view, click the status, and select Completed. Your project manager sees the update instantly, and the team knows it's ready for the next step!

Good to Know

• Who can change status? All users (including Collaborators, Contributors, or Viewers) on all account types can change tasks' statuses. On Enterprise and Pinnacle accounts, admins may further restrict this via User Type settings.
• Using a fixed workflow? You may only be able to move tasks to certain predesignated statuses. If a status seems missing, check with your admin.
• Minimum access required: You need at least a "Limited" access role on the task's parent space, folder, or project.
• Bulk updates: Select multiple tasks in Table view using the checkboxes, then click the Status button in the toolbar to update them all at once.

Learn More

The Wrike Help Center has detailed guides with screenshots for everything covered here:
🔗 Workflows in Wrike
🔗 Changing a Task's Status
🔗 Changing Task Status in Board View

Related Posts in This Series

📌 Need to set a deadline? Check out "How to Set a Due Date in Wrike".
📌 Need to assign someone to that task? Check out "How to Assign a Task in Wrike".
📌 Want to track your deadlines in one place? See "How to Find Work Assigned to You in Wrike".

Over to You

Which view do you use most often to update task statuses - Table, Board, or Item view? Share your preference below! 👇

What's a Due Date?

It's the date by which a task needs to be completed. Don't confuse it with the completion date, which is when the task actually gets marked as done.

In Wrike, setting a due date makes your task visible on calendars, dashboards, and timelines and if the due date passes without completion, the task is flagged as overdue.

How to Set a Due Date from Item View

This is the most common way to add dates to a task:

1. Open the task you want to schedule.
2. Click the Date field on the task panel.
3. In the date picker that opens, set the Start date and Due date.
4. Click Save.

Quick shortcuts: You'll see Today and Tomorrow options in the date picker for fast scheduling.

How to Set a Due Date from Table View

If you're working with a list of tasks, Table view lets you set dates without opening each task:

1. Navigate to the folder, project, or space where the task lives.
2. Switch to Table view.
3. Make sure the Start date and Due date columns are visible.
4. Double-click the cell in the Due date column next to your task.
5. Select the date from the calendar that appears.
6. Click anywhere outside the date picker to save.

Quick shortcut: If multiple tasks share the same due date, set it on one task, then drag the small dot in the bottom-right corner of the cell down to apply the same date to the tasks below.

How to Set a Due Date from the Gantt Chart

The Gantt Chart gives you a visual way to schedule tasks:

1. Navigate to the folder, project, or space where the task is located.
2. Switch to Gantt Chart.
3. If the task is unscheduled, it appears at the bottom of the timeline. Click and drag it to the desired dates.
4. Release your mouse to set the schedule.
   

You can also reschedule tasks by dragging and dropping them along the timeline.

A Simple Real-World Example

You're a project manager and your team needs to deliver a client presentation by Friday. You open the task "Finalize presentation deck," click the Date button, set the start date to Wednesday and the due date to Friday, and save.
The task now appears on your team's calendar and in the Gantt Chart, and anyone assigned to it can see exactly when it's due.

Good to Know

Learn More

For the full details on scheduling, the Wrike Help Center is a great next stop:

• Scheduling a Task
• Table View in Wrike
• Gantt Chart in Wrike

Related Posts in This Series

📌 Need to assign someone to that task? Check out "How to Assign a Task in Wrike".
📌 Want to track your deadlines in one place? See "How to Find Work Assigned to You in Wrike".
📌 Wondering about task statuses? See "How to Change Task Status in Wrike" (link coming soon).

Over to You

Do you usually set due dates from the task panel, Table view, or the Gantt Chart? Any tips for keeping your team's deadlines on track? Let us know below! 👇

What Does "Assigning" Mean in Wrike?

Assigning a task to someone means they are responsible for completing some or all of the work. When a task is assigned:

• The task is shared with the assignee automatically (they get access).
• The assignee receives a notification in their Wrike Inbox.
• The task appears in their My To-Do list.

How to Assign a Task to Someone Else

From Item View

1. Navigate to the folder, project, or space where the task is located.
2. Click on the task to open it.
3. Click the Assignee field on the task panel.
4. Select a person from the list. If you don't see them, start typing their name in the search bar.
5. To add more people, repeat the step and add additional names.

From Table View

1. Navigate to the folder, project, or space where your tasks live.
2. Switch to Table view.
3. Make sure the Assignee column is visible.
4. Double-click the cell in the Assignee column next to a task and select the assignee.

Mass assign tasks:

1. Drag-Fill: Select a cell with the person's name, then drag the small green circle in the bottom-right corner of the cell down the column. All those tasks get assigned to that person in one go.
2. Mass Actions Toolbar: Select multiple tasks using the checkboxes, then click Assignee in the toolbar that appears. From there you can Add, Reassign, Switch, or Unassign assignees in bulk.

How to Unassign a Task

1. Open the task in Item view or locate it in the Table View.
2. Hover over the assignee's avatar on the task panel.
3. Click the X that appears.

How to Assign a Task to Yourself

Sometimes you need to grab a task for yourself. Here are two main ways to do it:

💡 Note: When you assign a task to yourself, you will not receive an Inbox notification or email. Wrike assumes you already know since you performed the action.

When You Are Assigned a Task

Wondering what happens when someone assigns a task to you? Here's what to expect:

1. You get an Inbox notification. A notification appears in your Wrike Inbox letting you know someone assigned work to you.
2. The task shows up in your My To-Do list. My To-Do automatically collects all tasks assigned to you. It's your personal task list in Wrike.
3. You automatically start following the task. This means you'll see updates (status changes, comments, date changes) in your stream.
4. You may get an email notification. If you have "Someone assigns me a task" enabled in Settings > Email Preferences, you'll receive an email after the assignment.

📌 Want a deeper look at where your assigned work lives and how to stay on top of it? Check out "How to Find Work Assigned to You in Wrike" in this series.

A Simple Real-World Example

Assigner's perspective: You're a marketing manager. You create a task called "Draft social media copy" and assign it to your copywriter.
They get an Inbox notification, and the task lands in their My To-Do list.

Assignee's perspective: You're the copywriter. A notification pops up in your Inbox. You click it, read the description, and get started. The task is always waiting for you in My To-Do.

Self-assigning: You volunteer to handle "Update brand guidelines" during a team meeting. You open the task, click the Assignee field, type your own name, and select it. The task now appears in your My To-Do, ready for you to tackle.

Good to Know

Learn More

For the complete walkthrough, the Wrike Help Center has you covered:

• Assigning a Task
• Assigning, Following, and Approving Tasks
• Subitems in Wrike

Related Posts in This Series

📌 Just getting started? Check out "How to Create a Task in Wrike" for the step before this one. 📌 Want to know where all your assigned work lives? See "How to Find Work Assigned to You in Wrike".

Over to You

Are you the one assigning tasks in your team, or are you on the receiving end? Drop in the comments below! 👇

What Can You Search For?

Wrike search covers a lot of ground. From one place, you can find:

How to Search in Wrike

1. Click the Search icon in the left sidebar to open the search box.
   1. Keyboard shortcut: Press Cmd + K (Mac) or Ctrl + K (Windows) to open search instantly from anywhere in your workspace, even if the sidebar is closed.
2. Type a name, keyword, or ID number.
3. As you type, Wrike shows results grouped by category (Tasks, Projects & Folders, Comments, Files, etc.).
4. Click on the item you need to open it directly.
5. If you don't see what you're looking for right away, click Show more under any category to expand the results.
6. To see the full list of matching tasks, click the Search option or press Enter. This opens a Table view of all matching results where you can add columns, sort, and filter.

 

How to Search Within a Specific Location

Wrike searches your entire workspace by default. But if you want to narrow results to a specific space, folder, or project:

1. First, navigate to the space, folder, or project you want to search within.
2. Open the search box and start typing your keyword.
3. You'll see tabs appear below the search field, such as "In [current folder/project]" or "In [current space]".
4. Click the relevant tab to limit results to that location only.

Real-World Example

Let's say you're a marketing manager and you remember creating a task called "Q3 Campaign Brief" a few weeks ago, but you can't remember which project it's in.

1. Press Ctrl + K (Windows) or Cmd + K (Mac).
2. Type Q3 Campaign.
3. Scan the results. You spot it under the "Tasks" category, tagged to the "Marketing Campaigns" project.
4. Click it. Done. You're right where you need to be.

Good to Know

• Recent tasks: When you click the search icon without typing anything, Wrike shows your recently opened tasks. Click More recent tasks to see a longer list sorted by your latest views.
• Suggested shortcuts: If you type terms like "Timesheets," "Blueprints," or "Request forms" into search, Wrike will suggest direct links to those areas of your workspace.
• Search results are customizable: When you press Enter to see full results, they open in a Table view format. You can rearrange columns, add filters, and even export results to Excel.
• Right-click trick: In the quick search dropdown, right-click any item to copy its link or open it in a new tab.
• Search commands: Wrike supports special commands to refine your search. For example, title: upgrade searches only item titles, and folder: Backlog finds tasks in a specific folder. We'll cover these in a dedicated post.
• People search: Only Regular Users, Admins, and Owners can search for account members by name or email. External Users, Collaborators, Contributors, and Viewers don't have this option.
• You can only find what's shared with you. If an item isn't shared with you, it won't appear in search results.

Learn More

For a deeper dive into search, including the full list of search commands and how the search algorithm works, check out the Wrike Help Center:

• Using Workspace Search in Wrike
• Workspace Search Commands

📌 Related Posts

• How to find work assigned to you in Wrike
• What is the Inbox in Wrike?

Over to You

How often do you use Wrike search? Do you have a favorite shortcut or trick that helps you find things faster? Share your tips in the comments below! 👇

So, What Exactly Is a Task?

Think of a task as a single item on your to-do list. It represents one specific piece of work that needs to get done.

Tasks are one of the four main building blocks in Wrike:

 


Every task lives inside a folder, project, or space to keep things organized.

What Can You Do with a Task?

Tasks aren't just simple checkboxes. They come with powerful features built in:

• Assign tasks to one or more team members so everyone knows who's responsible
• Set start and end dates to schedule the work
• Write descriptions using the live editor to add details and collaborate in real time
• Add comments to communicate with your team directly on the task
• Attach files so all related documents live in one place
• Start approvals to make decision-making transparent
• Track progress by updating task status as work moves forward

When Should You Use a Task?

Use a task when you need to:

• Plan individual steps required to complete a project
• Visualize work on a Gantt chart as part of a timeline
• Store information like process notes, how-tos, meeting notes, or reference details
• Track personal work like reminders, follow-ups, or daily to-dos. For example, you could create a task in your Personal space to remind yourself to follow up with a client or prepare for an upcoming meeting. Since personal tasks live in your own space, only you can see them unless you choose to share.

How to Create a Task in Wrike

All users except Collaborators, Contributors, and Viewers can create tasks. The quickest way:

1. Click the + button at the top of your workspace.
2. Select Task from the list.
3. Type the title of your new task and select the correct location
4. Press Enter.
5. You can also right-click any folder or project in the sidebar, select Add item, and choose Task to create a task directly in that location.

That's it! From here, you can assign teammates, set dates, add a description, and tag the task to additional locations if needed.

💡 Keyboard shortcut: Press Alt + Shift + N (Windows) or Control + Shift + N (Mac) to quickly create a task from supported views like Table view. This shortcut works in the browser and not in the Desktop app.

Other Ways to Create Tasks

You can also create tasks directly from the view you're already working in:

Each method creates a fully functional task. The view you choose simply depends on where you're already working.

Real-World Example

Let's say your team is launching a new product page on your website. The project might be called "Product Page Launch." Inside that project, your tasks could include:

1. Write page copy
2. Design hero banner
3. Set up the page in CMS
4. Publish page to website

Each task needs to be assigned to the right person, with a due date and any relevant files attached. As each task is completed, the project's progress updates automatically.

💡 Tip: Start your task names with a verb (like Write, Design, Build, Test) to keep them clear and action-oriented. This makes it easy for anyone to understand what needs to be done at a glance.


Good to Know 💡

• All users on all Wrike can view tasks.
• All users except Collaborators, Contributors, and Viewers can create tasks.
• Tasks can be added to multiple locations (folders, projects, spaces) using tags, so the same task can appear wherever it's relevant.
• You can break tasks into smaller pieces called subtasks (also known as subitems) for more granular tracking.
• Task duration cannot exceed 1,095 days. For longer-term initiatives, consider creating a project instead.
• When you assign a task to someone, it's automatically shared with them and appears in their "My To-Do" list.
• Tasks and projects are different. Projects are containers for organizing groups of tasks. Projects have their own status, owner, and progress tracking. Tasks are the individual action items inside them.

Learn More 📚

For a deeper look at tasks and everything you can do with them, the Wrike Help Center has you covered:

• Tasks in Wrike
• Creating a Task
• Subitems in Wrike

📌 Related posts in this series:

• What is a Project in Wrike?
• What is a Folder in Wrike?
• What is a Space in Wrike?

Over to You! 💬

Got questions about tasks? Or maybe a tip that helped you stay organized? Drop it in the comments. We're all learning together! 🙌

What exactly is a project?

A project in Wrike is one of the main building blocks for organizing your work. Think of it as a container that groups together all the tasks, files, and conversations related to a specific goal or initiative.

What makes a project different from a simple folder or task is that it has its own set of properties:

When should you use a project?

Use a project when you need to:

1. Track a key initiative where you want to monitor overall status and progress.
2. Group related tasks that are all part of a bigger goal.
3. Set start and end dates at the initiative level, not just on individual tasks.
4. Report on progress using Wrike Reports for a high-level overview.
5. Visualize work on a Gantt chart to see how related tasks connect over time.
6. Automatically track progress across a group of tasks or subprojects.

How to Create a Project

You can create a Project in several ways:

1. Click the + icon in the top-right corner of your workspace and select Project from the dropdown, or
2. Click the + icon next to Projects and folders in the sidebar, or
3. In Table view, click + Item at the bottom and select Project from the dropdown.

When the creation popup appears:

1. Enter the projects's name.
2. Choose the project's location (which Space, folder, or project it should live in).
3. Select a default workflow for tasks created inside it.
4. Make sure Project is selected as the item type.
5. Choose a default view (Table, Board, etc.).
6. Specify who to share the project with. By default, it's shared with users who have access to the parent location.
7. Click Create. 

A real-world example

Let's say you just joined a team that's planning a product launch. You open Wrike and see a project called "Q3 Product Launch" with tasks like "Write press release," "Design landing page," and "Set up email campaign."

Without asking anyone a single question, you can already tell:

✅ What needs to happen
👤 Who's doing what
🔄 What's done, what's in progress, and what's coming up
📅 When the whole thing is supposed to wrap up

That's what good project setup gives you, clarity from day one.


Project vs. folder vs. task: what's the difference?

This is a common question for new users. Here's a quick comparison:

Good to know

• Projects are available on all Wrike plans and all users can view them. However, Collaborators, Contributors, and Viewers cannot create or edit projects
• Projects can contain subprojects. If your initiative has distinct phases, you can nest projects inside each other to keep things organized.
• Projects and tasks have separate reporting. You can't combine both in a single report, so keep this in mind when deciding how to structure your work.
• Changes to a project are saved automatically. No need to hit a save button.

Learn more

For a deeper dive into how projects work and how to set them up, the Wrike Help Center has you covered:

• Projects in Wrike
• Creating Projects

📌 Related posts in this series:

• What is a Task in Wrike? (link coming soon)
• What is a Folder in Wrike?
• What is a Space in Wrike?

Over to you

When you were starting out, did you ever struggle to decide whether something should be a project or just a folder with tasks? How did you figure out the right approach? Let's talk about it below! 💬

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:

📝 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:

1. Click the + icon in the top-right corner of your workspace and select Folder from the dropdown, or
2. Click the + icon next to Projects and folders in the sidebar, or
3. In Table view, click + Item at the bottom and select Folder from the dropdown.
    

When the creation popup appears:

1. Enter the folder's name.
2. Choose the folder's location (which Space, folder, or project it should live in).
3. Select a default workflow for tasks created inside it.
4. Make sure Folder is selected as the item type.
5. Choose a default view (Table, Board, etc.).
6. Specify who to share the folder with. By default, it's shared with users who have access to the parent location.
7. 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:

• Folders in Wrike
• Creating Folders
• Editing Folders
• Subfolders
• Tagging Projects (same concept applies to folders and tasks)
• Custom fields

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}

What Is a Space?

A Space is the highest level of organization in Wrike. Think of it as a container that holds all the folders, projects, and tasks relevant to a specific team, department, or area of work.

Spaces help you:

• Recreate your company structure inside Wrike (e.g., a Space for Marketing, one for IT, one for Sales)
• Focus on what matters by keeping only relevant work visible
• Share important links with team members using bookmarks
• Organize your own work using your Personal Space

💡 Tip: Spaces are flexible and there's no one-size-fits-all rule for setting them up. You could create a Space for each department (e.g., Marketing, IT, Sales), a Space for each client you serve, a Space for each office location, or even a combination of all these approaches. The key is to structure your Spaces in a way that best reflects how your organization operates.

Types of Spaces

Wrike has four types of Spaces. Here's a quick comparison:

Note: Locked Spaces are only available on the Pinnacle and Apex plans.

A Real-World Example

Imagine your company has three departments: Marketing, Engineering, and HR.

• Marketing Space (Public): Contains campaign folders, content calendars, and brand assets. Everyone in the company can browse it for reference.
  
• Engineering Space (Private): Houses sprint projects, bug tracking folders, and technical documentation. Only engineering team members are invited.
  
• HR Space (Private or Locked): Stores hiring pipelines, employee onboarding tasks, and sensitive personnel information. Access is strictly limited.

Each team works in their own Space without distractions from unrelated work, but items can be tagged across Spaces when collaboration is needed.

Good to Know

• Every user gets a Personal Space automatically. It includes smart folders like "My To-Do" (tasks assigned to you) and "Created by Me." You cannot share your Personal Space with others or delete it.
• Spaces cannot be nested. You cannot put one Space inside another. Spaces are always top-level. Use folders and projects inside a Space to build your hierarchy.
• Items can live in multiple Spaces. You can tag a folder or project into more than one Space. Editing it in one location updates it everywhere, because it's the same item.
• "Shared with Me" catches the rest. If someone shares a task or project with you that isn't in any of your Spaces, it appears under the "Shared with Me" section on your Home page.
• Space admins manage settings. Space admins can rename the Space, invite or remove members, set default workflows, and manage request forms within the Space.
• Access roles control what members can do. On Business plans and higher, Space admins can assign roles like Full, Editor, Limited, or Read Only to control member permissions within the Space.

How to Create a Space

1. Click the + icon in the upper-right corner of your workspace and select Space from the dropdown.
2. Or click the caret icon on the current space tab in the sidebar → select + Space from the dropdown
3. Choose +Blank space  (or pick a template).
4. Enter a name, add a description, change Icon and select the Space type (Public, Private, or Locked).
5. Invite members if needed.
6. Click Create. 

Learn More

For a deeper dive into Spaces, including step-by-step guides and visuals, check out the Wrike Help Center:

• Spaces Overview
• Types of Spaces
• Creating Spaces
• Personal Space
• Wrike Discover Course: 302 Organize a Space

Over to You

How are you using Spaces in your Wrike account? Are you organizing by team, by client, by region, or something else entirely? Drop your setup in the comments. We'd love to hear what works for you! 💬

📌 Now that you know what Spaces are, up next we'll explore Folders, another key building block that helps you organize and group your work in Wrike. What is a Folder in Wrike?

The Four Building Blocks

Think of Wrike's structure as a set of nesting layers. Here is how they relate to each other, from broadest to most specific:

A Closer Look at Each One

Spaces are the top-level hub for a team, client, or department. Think of them as your team's home base. Spaces cannot be nested inside other Spaces.

Examples: Marketing Space, HR Space, Client X Space.

Folders live inside Spaces and are purely for organization. They do not have statuses, dates, or assignees.

Examples: "2026 Campaigns," "Meeting Notes," "Q2 Releases."

Projects live inside Spaces or Folders and are actionable. They have their own status, start and end dates, and owners. Use a project when working toward a defined goal with multiple steps.

Examples: A product launch, a marketing campaign, a website redesign.

Tasks are the individual action items inside projects or folders. They can be assigned, given due dates, and tracked through statuses. You can also add subtasks to break work down further.

Examples: "Write blog post draft," "Review design mockup," "Send client proposal."

A Simple Real-World Example

Imagine you work on a Marketing team:

• Space: Marketing
  • Folder: 2026 Campaigns
    • Project: Spring Product Launch
      • Task: Write launch email copy
      • Task: Design social media graphics
        • Design Social Media banner
        • Design Social Media carousel
      • Task: Schedule paid ads
    • Project: Annual Brand Survey
      • Task: Draft survey questions
        • Research competitor survey benchmarks
      • Task: Analyze results
        • Prepare executive summary report

 
This structure keeps everything organized so your team knows exactly where to find and create work.

Good to Know

• Folders vs. Projects: Folders are purely for organization. Projects add status, dates, and owners for tracking progress.
  
• Subtasks: Tasks can contain subtasks when a single action item needs to be broken into smaller assigned steps.
  
• Cross-tagging: Projects and folders can appear in multiple Spaces, which is useful for cross-team work.
  
• Personal Space: Every user gets one for organizing their own work.
  
• Spaces cannot be nested inside other Spaces.

Learn More

Want to dive deeper? The Wrike Help Center is where you'll find all the resources you need. Check out these useful articles on the topic:

• Step 2: Learn the Fundamentals
• Spaces in Wrike
• Folders in Wrike
• Projects in Wrike
• Tasks in Wrike

Over to You

What's the one thing you wish you knew about Wrike's hierarchy before you started setting it up? 💬

📌 Want to go deeper into each building block? We have dedicated posts coming for Spaces (What is a Space in Wrike?), Folders (What is a Folder in Wrike?), Projects, Tasks, and how they compare.