How to set up and manage projects in Wrike

Here's a quick 101 to get started on setting up a project with Wrike's online project management and collaboration software.

Image: iStock/Pinkypills

Wrike's PM and collaboration software, uses four key elements: folders, projects, tasks, and subtasks to organize and categorize work. For this article, we're covering just the basics of setting up a project in Wrike using these building blocks.

To set up a project using Wrike:

  1. On the left panel of the screen, right-click on your team's name (1) (for this example, I've named mine MY TEAM.)
  2. Click on Add (2) and select Folder (3). Now enter a name for the folder. In my example, I've created two top-level folders, Accounting and Marketing. Under the accounting folder, I've created a subfolder called Financial Systems by right-clicking on the Accounting folder and following the same process. You can use this process to create as many folders and subfolders (like buckets) to organize teams, clients, work stage etc.
  3. After you've created all required folders, follow the same steps by right-clicking on the applicable folder or subfolder and selecting Project. I've created a project called 2017 AP Module Enhancements. Projects display as a clipboard icon instead of a folder.

Figure 1

Image: Moira Alexander/TechRepublic

Now that you've created your folders, subfolders and project, the next step is to set up project tasks and subtasks if needed (Figure 2). On the main screen (right) click on New task (1) and enter the title for each task you would like to create. Tasks can be sorted by priority, and there's a click and drag feature that can be used to shift task order around. A feature of Wrike projects is the ability to view projects as either lists, boards (Kanban), timelines, streams, timelogs, workloads, and even see project analytics (when the project has commenced and information is available).


Figure 2

Image: Moira Alexander/TechRepublic

Here's a quick peek into each of the available project views mentioned above.

Board view used for teams working with the Kanban PM framework:


Figure 3

Image: Moira Alexander/TechRepublic

Table view:


Figure 4

Image: Moira Alexander/TechRepublic

Timeline or Gantt chart view, where teams can see the critical path:


Figure 5

Image: Moira Alexander/TechRepublic

Stream view allows team members to filter how much or little they want to see:


Figure 6

Image: Moira Alexander/TechRepublic

Timelog view to track time spent on projects/tasks for payroll/billing:


Figure 7

Image: Moira Alexander/TechRepublic

Workload view provides the ability to see project workload based on status (A), use custom filters (B) or show full workload, highlight overdue work, and show backlog (C).


Figure 8

Image: Moira Alexander/TechRepublic

If you choose to use the custom filter (B), these additional options are available (Figure 9.) Note: There are also additional advanced filters.


Figure 9

Image: Moira Alexander/TechRepublic

For each task, you can also create subtasks for larger projects, and for either task or subtasks you can:

  1. add assignees
  2. set start and end dates, add time entries, add subtasks, attach files,add dependencies and share task information with others
  3. Add detailed descriptions about the task
  4. Attach files and even add emojis

Figure 10

Image: Moira Alexander/TechRepublic

At the top right of the screen (Figure 10) you'll also see these additional options (Figure 11) that are available on tasks and subtasks.


Figure 11

Image: Moira Alexander/TechRepublic

Now that you have the basics to start setting up projects in Wrike, keep in mind their project management and collaboration solution offers many other features.

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