The service from Wrike has been fantastic. In the early stages, I wrote a number of enhancement requests. Each of those messages was taken with seriousness. [Wrike team] was continuously, promptly and courteously responding on each of the issues."

Questions about task management

What is a task?

Tasks are the simplest steps that you need to fulfill within your project. Tasks are actionable items that cannot be divided into subtasks. Items that can be planned in more detail are organized as folders in Wrike. For example, a simple problem, such as uploading a new logo to your corporate Web site, can be assigned as a task to your developer. On the other hand, a complex problem, like developing a new Web-based application, can be organized as a hierarchy of folders. Each folder represents a development step and consists of tasks and subfolders.

How can I create tasks via email?

Put wrike at wrike.com in the "To" or "Cc" field of your next email, and a task will be instantly created in Wrike. The recipients of the email from the "To" field become responsible for the task. In addition, the task is shared with the recipients in the "Cc" field. All of you can collaborate on the task on equal terms: change its description, duration and responsible party. You are aware of the task progress, thanks to instant email and online notifications. If someone forgets about the task, Wrike will send a reminder. Wrike may place the new task where you wish. Simply add the appropriate [Folder Name] in square brackets in the subject of your email. People with whom this folder is already shared are notified about the new task, and you can keep track of its progress together.

View a demo of creating tasks via email

How can I set the due date of the task via email?

Add the due date in square brackets [yyyy-mm-dd] into the subject of your emails with wrike at wrike.com in the "Cc" field. Wrike immediately records the deadline. If the task hasn't been completed in time, the author of the task and the responsible party will receive an overdue reminder via email. Wrike builds a Timeline for you at the same time as it records tasks. A Timeline visualizes a project schedule perfectly. The folder duration is calculated based on the duration of the underlying tasks, giving you a clear picture of the project.

How can I assign a task?

To help you get things done, Wrike assumes your routine operations and reminds the responsible party about the task due date. Besides email overdue notifications, the responsible party can see his or her tasks that are due this week at the online dashboard.

Assigning tasks via email.
Create an email with the task to the responsible party. Put wrike at wrike.com in the "To" or "Cc" field and send the email. The task is instantly created in Wrike, assigned to the email recipient and shared with you. Whether the responsible person has a Wrike account or not, he or she immediately gets an automatic message with the details of the task and an invitation to have 24/7 online access to the task.

Assigning tasks online.

  • The person is in your contact list.
    The simplest way to assign a task to a person who is already in your contact list is to double-click the "assigned to" field and choose the appropriate name from the drop-down menu. Read more about shortcuts and inline editing in Wrike.
  • The person is not in your contact list yet.
    If the person is not in your contact list yet, you click on the task bar to expand it, then click on the "Edit task" link. Then type the email address of the responsible party in the "assigned to" field. You can enter several responsible parties, separating their names/email addresses with commas. Whether these people have a Wrike account or not, they immediately get an automatic message with the details of the task and 24/7 online access to the task.

Can I assign a task to several people simultaneously?

You can easily assign a task to several people in Wrike. Simply type the appropriate email addresses in the "assigned to" field, separated by commas. Whether these people have Wrike accounts or not, they immediately get an automatic message with the details of the task and 24/7 online access to the task.

How can I share a task?

To share a task, you click on the task bar to expand it, then click on the "Edit task" link. Then simply type the email address of the appropriate people in the "shared with" field. You can type several email addresses, separated by commas. Whether these people have a Wrike account or not, they immediately get an automatic message with the details of the task and 24/7 online access to the task.

Can I share a task with several people simultaneously?

You can easily share a task with several people in Wrike. Simply type the appropriate email addresses in the "shared with" field, separated by commas. Whether these people have Wrike accounts or not, they immediately get an automatic message with the task details and 24/7 online access to the task itself.

Who can change the status of the task?

The people to whom the task is assigned or shared. Once you've shared a task with somebody, he can do good or bad things with it. Just like in real life. You both see and work on one shared task, not on replicas. And, once your peer changes something, it is automatically updated in your workspace as well. You do not have to reload the browser or do anything additional to see that update. More to say, if you are online, you will get a tiny note, which notifies you of the changes. And, if you have subscribed to email notifications, you will get a change notification right into your mailbox. To make you confident Wrike keeps all revisions of the tasks. And, if somebody accidentally made a wrong change, you may always revert the task to a previous revision.

Once a task is marked completed, where does it go?

All your tasks stay in the system until they are deleted from the recycle bin. By default, only active tasks are displayed so you can concentrate on the things that need to be done. However you can easily see your completed, deferred and cancelled tasks by adjusting your filtering settings. There is a drop-box right below the status column's header. "Active" is selected there by default. If you change it to "All," you will see all tasks.

Who can observe my tasks?

All your tasks are protected with a password. At the same time, those people who are responsible for or observers of the same task or a folder as you have equal rights for working on this activity. In this situation, every person will have it among their own tasks (password protected as well). All of you can edit its properties, such as description, status, etc. and all of you will be aware of the changes. You can also see all the task revisions (history). If you want to manage your personal information, you may choose not to share some tasks with anybody else, and only you will have access to it.

May I share or assign tasks to unregistered users?

Yes. You simply add the emails of those people you want to involve the task's fulfillment in the fields "Assigned to" or "Also shared with". These people will be automatically invited to work on this task together with the help of Wrike. They get an email with a login and password and start to receive instant notifications if the task is changed.

How can I copy/move tasks between folders?

Move tasks with the drag-n-drop feature.
To move your task, you simply click on the task bar and pull it to the appropriate folder. In the picture we are moving the task "discuss the trends session with B.L." from the "Agenda" folder to the "Applicants" folder.

Copy tasks with the drag-n-drop feature: hold CTRL.
The same way, you can copy your tasks in several folders. Instead of clicking the "Edit task" link and then enumerating folders "Agenda, Applicants" and separating them with commas in the "Included in" field, you simply click on the task bar and pull it to the appropriate folder holding CTRL on your keyboard. The task will be copied to the chosen folder.

Can I format the text in the task description?

To format the text in the task description, click the narrow grey panel near the "Description" field. The toolbar will be expanded and you can insert links, edit font and etc.

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