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Wrike 101

Table of Contents:

Basic Building Blocks of Wrike: Page 2

Organizational Aspects of Work in Wrike:

• Spaces: Page 3 • Folders: Page 3 • Projects: Page 4 • Tasks: Page 4 • Creating a Project, Task, or Folder: Page 5 • Filter Tasks or Projects in a Folder: Page 5 • Reports (Creating a Report):Page 5-6

Sharing Access to Projects or Tasks in Wrike:

• Assigning a Task: Page 6-7 • Following: Page 7 • Share an Item: Page 8

User Rights:

• Regular Users: Page 8 • External Users: Page 9 • Collaborators: Page 9 • Administrators: Page 11

Tools for Personal Organization:

• Navigate the Dashboard View: Page 11 • Create Dashboard: Pages 11-12 • Delete a Dashboard: Pages 12-13 • Share a Dashboard: Page 13 • Create a Task from a Dashboard: Page 14 • My Work Dashboard: Pages 14-15 • Navigate the Inbox: Pages 15-16

Request Forms:

• Navigating Request Forms: Page 17 • Project Request Portal: Page 18 • Project Portal Request Guide: Pages 18-20

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Basic Building Blocks:

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Organizational Aspects

Spaces: Spaces is a grouping type in Wrike’s folder hierarchy that enables organizations of all sizes to define and manage their departments on a manageable scale. Our spaces are organized by departments, with the ability to break down the departments down into teams using folders to organize their work.

Folders: Folders are the subsections found inside spaces that can be used to store projects and tasks, like the Boards in Trello. The difference is that you only see what is inside the folder after you open it instead of seeing things stacked from side to side on your screen all at once. People can just click on the folders that have directly to do with their work and avoid the on screen clutter of numerous boards that don’t apply. To add a project to a folder, you can click the + button in the upper part of the screen near the name of the project and tag it to each folder you would like.

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Projects: Projects are used to coordinate tasks to accomplish a larger goal. It can be anything from ordering CDs and DVDs to completing the work ahead of time for a conference. An example of the basic outline of a project is placed below. Projects can be laid out in any format from list (like a checklist), to table (like excel), to board (by status in a Trello like board), and Gantt chart (timeline with dependencies). Owners can be assigned to the project by clicking the + next to the “owners” spot.

Tasks: Tasks are the steps in a project that need to be completed in order to accomplish the whole goal. Each can be assigned to a different person and dates are also set, and when all are accomplished the larger goal is finished. The dates that each of them need to be completed by can be assigned by any regular user, and anyone working on the project/tasks can see them.

Tagging Folders

What a Project Looks Like

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Creating a Project, Task or Folder: In order to launch the creation of a task, project, or folder, find the large green + button at the top of the screen and select the option you need to create. From there, fill in the details of the task, project, or folder. An example of that can be found by the 2 in the picture above.

Filter Tasks in a Folder or Project

When you filter tasks at the Folder or Project level, you filter all tasks in that Folder

or Project which are shared with you.

1. Select a Folder or Project from the Workspace’s left-hand Navigation panel. 1 2. Click the menu button 2 and select “Show Tasks from Subfolders” 3 if you want to

include tasks from descendant Folders/Projects (optional). 3. Click the Filters icon. 4 4. Check the box 5 next to each of the filters you would like to apply

Reports:

Create a Wrike Report

1. Select the Reports tab 1 from the top of the Workspace.

Creating/editing and a task. Right hand side shows a task in a project.

Filter tasks

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2. Click “+ New Report From Scratch” 2 or select one of the Report templates. 3. Use Wrike’s Report Builder to specify the type of data you want to add to your

Report. 4. After setting your Report’s parameters, click “Save and View”.

You will be taken to your new report and it will also be added to the top of the list

of reports in the Reports section of your Workspace.

Please note, you can leave the Report Builder or click “Cancel” in the Report

Builder’s upper right-hand corner at any point before saving to delete your report

before it is created.

Sharing Access to Projects or Tasks:

Create a Report

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Assigning a Task: Choose the names of people to whom you want to assign a task, using the drop-down menu. Or you can type the first letters of the name, and Wrike will suggest an appropriate list of people. You can assign the task to as many people as you need. If the right name is not in the drop-down menu, you can invite that person to join Wrike and grant him or her a license. Read more about how to invite a user to Wrike.

When you create a task and assign it to a person, this person receives an automatic email notification. When the start date of the task comes, Wrike will remind the assignee about the task by including it in the interactive, daily to-do email list and by showing the task on his/her Dashboard. If the task is overdue, Wrike also will remind the responsible team member about it. Last, but not least, if somebody changes a task that you created, you will get an email notification about the change. The task changes history is shown in the comments under the task description.

When you assign someone to a task, the task is automatically shared with that person (if it was not shared with them before).

Following: To follow a task, project, or folder you must click the wi-fi looking icon in the corner. See below for an example as it shows how to follow a folder. For tasks and projects, it’s even simpler. Just click the icon on the open task or project and it will be added to the things you are following. Each icon gives you a chance to add a follower so they will get updates on the task or project in their inbox. Just search for them under “add follower”.

Assigning a Task

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Share an Item:

1. Right-click on a Folder or Project from the Folder tree.

2. Select “Share”.

3. Start typing a user’s name or email address or a User Group’s name.

4. Click on the name when it appears.

5. Optional: Click “Full” to the right of the person’s name and select a different Access Role, if necessary.

6. Optional: If you are on an Enterprise account, click “Advanced settings” in the lower right-hand corner and then click “Disabled” to turn on selective sharing.

7. Click “Save”.

The designated person now has access to the Folder/Project.

Following a project/folder.

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The icon above with the six is where you access the ability to share.

User Rights (permission of how you can operate in the space):

Most users will be regular users.

Regular Users: have full rights within the Workspace, with the exception of rights reserved for admins.

External Users: have similar rights to Regular Users, but without the ability to share Tasks, Folders, and Projects and they are not included in the My Team group. External Users can only see the contact information of people who share common Tasks, Folders, and Projects with them.

Collaborators: have limited rights within the Workspace. These licenses are useful when you need to share project plans with partners, clients or contractors without enabling them to make a lot of changes in your Workspace. Collaborators are able to see the names and profile images of people who share common Tasks, Folders, and Projects with them, but they are not able to see additional contact information. Check our post What do Collaborators See for visuals on what a Collaborator sees when they log in to Wrike. Full checklist is found below:

Sharing a folder/project/task.

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Admin Users: Those with greater access to organizing and assigning and control of their spaces. We have business account level access. Each department head will have administrative access to their space to do what is listed below.

• Access and edit Space settings:

• Rename a Space • Change the Space avatar • Add or remove Space members • Manage member’s access roles • Manage workflows • Set default workflows • Manage Request forms • Edit Space type (public or private) • Delete Space

• Edit Space description • Manage Bookmarks bar

• Create and manage bookmarks • Create and manage sections

Tools for Personal Organization Dashboards: Navigate the Dashboard View:

Click the Dashboard tab at the top of the Workspace to: view, create, and share your Dashboards. On the Dashboard tab:

• Dashboard names appear in the upper left-hand corner. Click the current Dashboard’s name and select a different Dashboard from the list to view that Dashboard’s widgets.

• Each widget appears as an individual panel, the widget’s name is listed at the top of its panel.

• To open a widget in the List View: hover over its name, click the menu button in the upper right-hand corner and select "Open in List View".

• The “Shared with” section in the upper right-hand corner shows the profile images of users whom the Dashboard is shared with.

Create a Dashboard

1. Select the Dashboards tab (at the top of the Workspace). 1

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2. Click the Dashboard's name (in the upper left-hand corner). 2 3. Select "+ New Dashboard". 3 4. Enter a name for your new Dashboard. 5. Press “Enter” on your keyboard.

Your Dashboard is created and you can begin adding widgets to it.

Delete a Dashboard

1. Select the Dashboards tab (at the top of the Workspace). 1 2. Open the Dashboard you want to delete: click the current Dashboard's name in the

upper left-hand corner and select a Dashboard from the list. 2 3. Click the menu button 3 that appears in the upper right-hand corner. 4. Select “Delete”. 4

Your Dashboard is deleted and if it is a shared Dashboard (which you created) it will

also be deleted from the Workspaces of the users who it was shared with.

Create a dashboard.

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Share a Dashboard

1. Click the Dashboards tab. 1 2. Select the Dashboard you would like to share: click the current Dashboard's name in

the upper left-hand corner 2 and select a Dashboard from the list. 3. Click the “+” icon 3 that appears in the view's upper right-hand corner. 4. Select the name of the user you would like to share the Dashboard with, or if you

don't see their name, begin typing their name 4 and then select them from the dropdown list when they appear.

Delete a Dashboard

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Create a Task from a Dashboard

1. From the Dashboard View, click the “+” icon that appears in the Workspace's upper left-hand corner. 1

2. Select "Task". 2 3. Enter a task title in the pop-up Task View window which appears. 4. Add any additional task details.

My Work:

Personal Work Dashboard To keep track of your personal tasks coming up, access the “Personal Work” dashboard. It will be under the dashboards view on your window. Scroll down from the dropdown menu to Personal work and look at the tasks under the widgets.

• “Tasks Assigned to Me” are titled “overdue”, “today”, “next week”, and “this month”, and “later”. These are chronologically ordered and contain all tasks assigned to you.

• “To do Today/This Week” is a short cut to the work that is due the soonest. • “My Overdue Tasks” shows the work that you have not completed by their due date.

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• “Upcoming Work” shows tasks that have a start and end date 30 days ahead of time.

Note: There is a section currently titled “My Work” but it is being removed from Wrike. Use the dashboard for monitoring your work to familiarize yourself with what will be kept around.

Inbox:

Navigate Inbox

Inbox is divided into four sections: Incoming 1, Sent 2, Starred 3, and Archive 4.

• Incoming: shows unread notifications and notifications which have not yet been archived. Cards are sorted by date and remain in this section until you move them to the Archive section*. Cards with notifications from today appear at the top of the list and you can scroll down to see notifications from previous days.

Personal Work Dashboard

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• Filter tasks: click the filters icon and select "all updates" or "only unread" depending on what you want to see.

• Sent: Shows cards with comments (including @mentions) which you left on Tasks, Folders, and Projects.

• Starred: shows a list of tasks which have been starred (drag and drop tasks here to prioritize them).

• Archive: shows cards which have been archived. • If a card has unread notifications: a blue dot 6 appears in the card’s upper right-

hand corner. • If an active task is overdue or due today, you'll see its due date on the notification

card.

A number, indicating how many unread @mentions or task assignment

notifications you have, appears on the right-hand side of the Inbox tab 5.

Please note, notifications remain in Inbox for four weeks, after four weeks pass

the notification is not visible in either the Incoming or Archive sections.

Navigating the Inbox

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Request Forms

Navigating Forms:

• Click the green plus mark at the top of the screen and scroll down to the form you need. Fill out all the information and it will be sent to the appropriate departments. They will reach out if they need more clarification

Request Forms in Wrike

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Project Request Portal:

• Found at http://faithlifenow.com/projects/ • Links to the forms are segmented by departments. They take you to the same forms that

are found on the request forms page. A master list of where each form is, and when you submit it is attached below.

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Projects Request Portal Guide

Video Editing Team • Video Editing Request: This form is filled out when you have a request for a video

needing editing that has already been recorded. Fill out the video recording form if the video does not exist. The video recording form has video editing embedded in it if you need a new video.

Business Office • See the business office processes forms folder in your space and follow the process

outlined in the project. Communications Team

Project Request Portal

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• Apparel Request Form: Fill this out for any type of clothing request, like a hat, shirt, pants, etc.

• Book/Booklet/Curriculum Request Form: Fill this out when requesting a new book/booklet/curriculum.

• CD/DVD Request: Fill this out when requesting a CD/DVD. • General Writing/Copy Request Form: When you need something new written not

already mentioned in the forms as a project (paper, script, content, etc.), or a copy of something already written out delivered, fill out this form.

• General Graphic or Design Request Form: Fill this out when you need a new graphic or design created for a project not already mentioned in the forms.

• Large Print Format Request Form: Use this for wall wraps, wide-format printing, signs, banners, posters, etc. Basically, any large printed item is created with this form.

• Mailings and Multiple Piece Printed Request Form: Use this for a project that either has mailing components or multiple components to the whole (different size pieces/content make up the whole).

• Misc. Promotional Request Form: Fill this out for promotional items for an event or otherwise needed. This includes pens, mugs, feather flags, trinkets, etc.

• Small Printed Materials Request Form: Use this for things like touch cards, business cards, flyers, etc. that need to be printed.

• Social Media Promotion Request Form: Fill this out for a social media (Facebook, Twitter, Instagram, etc.) promotion for a product, event, etc.

• Photography Request Form: Fill this out if you need photography done for an event, project, etc.

Leadership Team • Outbound Request Form: Fill this out when requesting the pastors speak outside of the

church for an event/occasion.

Data Team

• Data Research Request Form: Fill this out when you need to research a hypothesis based on data or are looking for trends in data.

• File/List Pull Request Form: Fill this out when you need a file or list of data pulled for a project.

Facilities • Maintenance Request Form: Fill this out when you need maintenance on something in

the church building. Fulfillment

• USB Request Form: When you need a USB, fill this out. • Shipping Request Form: If you need something shipped, fill this out.

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• Project Estimate Request Form: If you need an estimate for how much a project will cost to fulfill, fill this out.

Marketing Team • Marketing Campaign Request Form: When you need advertising done for a project,

fill out this form (social media requests, video requests, etc. are built in there if they are needed for the campaign).

Media Production

• Auditorium Tech Support: When you need tech support for the auditorium, fill this out. • Video Recording: Fill this out when a new video needs to be recorded. If it needs editing

the form will allow you to fill out that information too. • Request for Video Announcements: When you need a video recording to be added to

the announcements for weekend services, fill out this form. • General Media Production Support Request Form: Fill this out when you need

production support for a project.

Web Development

• Website Request Form: Fill this out when you need website projects completed.

Story Team

• Story Team Video/Testimony: Fill this out if you have a story/testimony that you are submitting for the church.