Tutorial Video
Spaces, Folders, Projects, and Tasks
Spaces, folders, projects, and tasks are the four building blocks in Wrike.
Spaces are centralized repositories for all your team's work.
They help organize the folders and projects your team uses.
Folders are used to organize the data that you store in the Spaces.
You can think of them as buckets to house your projects and tasks.
Projects are initiatives containing several interconnected tasks dedicated to a single goal.
Tasks are the main actionable units in Wrike.
They keep track of what needs to be completed.
On the My Home page, you can see all the Spaces that you’re a member of.
Click any Space to see what’s inside.
The left navigation panel shows items related to this space.
This section includes tools like dashboards and calendars shared with all members of the Space.
New Space members will automatically get access to them.
The next section includes all folders and projects of the Space.
Also, if you click here,
you’ll see all Spaces you are a member of and easily navigate between them.
Let’s open the “Website” folder.
Click this icon to open the folder info panel,
which is like a cover sheet giving you general information about what’s inside the folder.
Here you can add a detailed description, attach files, and communicate with your team.
The arrow to the left of the folder name indicates that it has descendant items.
Click it to show all the projects and subfolders.
Here we find the project called “Launch New Site.”
A project usually contains several tasks connected to a single goal with a deadline.
You can tell it’s a project because of the clipboard icon.
When you’re opening a project, the project info panel is shown by default.
Click this icon to close or open it.
This is where we can see the key difference between folders and projects.
Projects have a few more fields than folders.
You can set a project owner who’s responsible for making sure the project gets done.
You can add start and finish dates and status to track the project at a higher level.
You can also add details about the project, such as project goals and requirements,
as well as attach files and add comments.
On business and above subscription, you can activate the Project Progress feature
for each project to see how your project is coming along.
It calculates progress based on selected metrics like tasks completed or task duration
and updates it in real time.
If you enable a project health option,
Wrike will color-code the progress bar so you can quickly understand if the project is in trouble.
Let’s go back to the folder level and switch to Table view.
Let’s add a column with the Project Progress.
Now we can get a bird’s-eye view across all projects and their progress.
Let’s get back to our “Launch New Website” project and see what’s inside.
It consists of several action items, or tasks.
Let’s dive into one of them.
Over here, you can see the task details, such as status, assignee, and due date.
We can add subtasks if we want.
Subtasks are smaller units of work that need to be done to complete the parent task.
They can be assigned and scheduled and function just like tasks.
We can add file attachments here and document any instructions for the task.
We can also add comments or communicate with our team to let them know what we’re planning.
Let’s dive into the “Write a copy” task.
We have to write some content as part of the “Launch New Site” project.
We need to tag it in the “Content” folder to keep track of all content-related tasks,
so we drag the Content folder over here.
The “Copy” task is now in both the “Launch New Site” project and “Content” folder.
Now, if we open the Content folder, we’ll see the same task.
This is not a duplicate.
It’s the same task tagged in two locations.
If you want to send someone a link directly to this task, you can click here to copy a permalink.
When you paste this permalink to the task description,
it will change to the task name with task status, which saves time tracking task progress.
If you click the link, it takes you directly to the task if it’s shared with you.
To recap, if you have an initiative with a start and end date and need to report on its progress,
use a project.
If you just need to group tasks, use a folder.
And if you need to gather all the items relevant to your team in one place, create a Space.
Now you know the Wrike basics.
Thanks for your time and have a productive day!