Creating a Project
From the homepage, select the Space where the new Project will be based out of. Generally, you will create Projects in the Space assigned to your department.
Once you are in the appropriate Space, go to the left panel and click the + button next to “Projects and folders.”
In this pop-up window you will add the Project title, the Start and End date (this will be crucial for informing other teams of the overall project timeline), the default view, and anyone you will share the project with (this is not where you assign tasks; this probably won’t be used much since those who will need to see the entire project will likely already have access to the workspace)
Adding a Task
Once your Project has been created, you will need to start adding and assigning tasks.
To add a task, go to the middle pane and press the + button by Add (confirm that “task” is selected in the dropdown.
Add a Task title
If you press Enter, the task will be saved and the dialogue box will refresh to add another task
When entering a task title, give a pre-text to the title so that other teams will be able to tell what the task relates to. See in the following example how the tasks are all titled “All-Staff Prayer | wxyz”
If a Task needs to be assigned to another team (Creative, Personnel, Tech, etc), you will need to tag them in the task.
Select the Task in the center pane
Press the + button at the top of the right panel and enter “Tasks from another team” and select which team(s) will be completing the task.
Once you have tagged the task to that folder, assign the task to the team leader for that team (Malachi-Tech, Joe-Creative, etc.)
Add a good description of what needs to be done in the task so that the team leader knows what is expected.
Set a date range so the team leader knows the time frame the tasks needs to be completed. This is important for planning purposes. If you do not have a firm timeline you can make your best guess.
If there is a deadline for the task, include it in the description. Do not use the Due Date for this purpose as this may change as the task is scheduled for work.
Once a task has been tagged, the team leader will assign the task to another team member or add any necessary Subtasks and assign those out as needed.
Assigning a Task or Subtask
Select the task you wish to assign
In the right panel, click the + button to Add assignee
Search for the person you wish to assign the Task to
Click on their name
This person will now see his or her assigned tasks on the dashboard
The assignee will be able to add comments, link to Google files, @ other people, and change the status of the task
Sharing a file from Google Drive
When attaching a file to a project, folder, or task, always choose the option to share from Google Drive.
Click on the paperclip icon
Select Google Drive
Select Choose File
From this pop-up window you can either navigate through the shared drive to find the file you need, or you can search for it using the search bar
If you primarily use Drive for desktop you can also easily share file from the Shared Drive
Go to Explorer or Finder and navigate to the file you wish to share
Rather than using the drag/drop method to share the file, right click on the file you want to share
Click “Share with Google Drive”
In the new pop-up window, confirm that your intended audience has permissions to the view the file
The default settings for files in the shared drive are for all members of Center for Mission Mobilization to have viewer permissions.
Click Copy link then paste it in the project, folder, or task comments section
Templates
If you create a Project for an event or something else that will be recurring on a fairly regular basis, you can duplicate this Project as a Template.
If there is not one already, create a Folder in your Space and title it Templates
Once a reusable Project has been completed, right click the project you want to use as the template
Select Duplicate
Title the new Project so that you will know what it is to be used for
Select the location as Templates in the desired Space
Make sure the Tasks and Description boxes are checked. You can select Assignees too if the same teams will always be working on the same tasks in the project.
Click Duplicate
When you need to utilize a template, be sure to duplicate the template and send it to your workspace. This will prevent accidentally editing the template.
Your new Project will have all of the tasks and their descriptions filled in
All comments from the original will be removed so you have a clean slate to work with
Other Features
Create tickets by email
To create a task via email, you will need to send an email to [email protected] from your associated email.
If you add [email protected] in the “To” or “CC” line and that is the only recipient, the task will be assigned to you
If you add other recipients in the “To” line, those recipients will also be assigned the task if they are Wrike users.
If you wish to leave the task unassigned, add [email protected] to the “Bcc” line and add no other email recipients.
Formatting the Subject line:
By default, whatever is in the Subject line will be used to title the task.
You can also use the subject line to specify any or all of the following: the location (folder, project, space) where a task should be created, the status of the task, and task start and/or due dates.
To format your subject line, list the information in any order, but make sure that you put the location title, start/due dates, and task status in brackets, e.g., task title [Folder title] [start date - due date] [task status]
App integrations
Desktop App
Slack app
Notifications are sent to the Slack channel or direct message conversation of your choice
In Slack, go to the Apps section in the top left.
Search for Wrike
Select the Wrike app and follow onscreen instructions to install the app
Navigate back to Wrike
To enable notifications for a Project, select the Project that you would like to receive notifications for
In the top right corner, click the Slack icon
Click Choose channel
Either choose the channel you wish to send notifications to or search assign it to the Wrike message and click Allow
Note: if you assign notifications to a #channel, everyone subscribed to that channel will see all notifications so use this sparingly
Notifications from Wrike will now be sent to the channel or chat that you selected
To enable notifications for a Folder, select the Folder that you would like to receive notifications for
In the top right corner, click the Folder Info icon
Once you are in the folder info, the Slack icon now appears
Click the Slack icon
Click Choose channel
Either choose the channel you wish to send notifications to or search assign it to the Wrike message and click Allow
Note: if you assign notifications to a #channel, everyone subscribed to that channel will see all notifications so use this sparingly
Notifications from Wrike will now be sent to the channel or chat that you selected
Now that Slack has been integrated, you can disable email notifications
Click the profile button in the top right corner of the Wrike window.
Settings
Email preferences
Deselect any notifications you do not wish to receive an email for
Note: You will be receiving notifications for much of this via Slack. It may take some trial to figure out what you still want coming into your email inbox
Gmail
Create new tasks from emails
Email [email protected] to create a Tech task
Email [email protected] to create a Facilities task
Email [email protected] to create a Finance task
Send and receive Wrike comments on tasks
G Suite
Users can create a Wrike user account (Collaborator) from the launcher.
Ticket numbers for easy reference
Each task has a number that can be used to reference the task and easily search for it (e.g., search for: 733508213)
Share projects or tasks between spaces
Manager notified of all activity in a project, folder or task
Managers can get notified by email or Slack for all activity in a project folder or task.