Create a task
- Create a task
- Assign a task
- Schedule a task
- Set the task status
- Tag a task (organize tasks into folders)
- Share a task
- Follow a task
- Cross-link tasks
- Print a task
- Add dependencies to a task
- Viewing tasks
Creating a new task in Wrike is easy. In the left-hand pane, click on the folder in which you want to create a task. Then simply click on the big “+” button 1 or “+ New task” line in the task list pane 2, type in the name of your task, and hit “Enter”. After this, the task will be saved and appear in the list in the middle pane of your workspace.
You can then specify the task parameters: assign it, schedule it, set its status, share it, etc. Turn the task into a milestone or a backlogged task (types of tasks with different date structures) in the task view pane 3 or right-click on the task in the list and apply some quick editing actions 4.
Whenever you need to quickly create a list of new tasks, just hover your mouse in the task list pane and choose “+ New task” 2. Once you input the task title and hit “Enter”, the task will be created and saved, with a cursor ready to type in the title of the next new task. These new tasks are set as backlogged by default.
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.
In the Task list, you can set or change the start and due dates of a task by clicking on the calendar icon:
Alternatively, if you’ve clicked on the task to view its details, you can change the task dates by clicking the “Set date” or “Current date” button:
Let’s have a detailed look at the date picker dialog:
Set the start date 1 and due date 2 for your task and/or specify duration in hours and minutes to build a more precise schedule 3.
If you don’t want to set exact dates for your task right now, you can set the task as “backlogged” 5 and work on it later.
The predefined date options — today, tomorrow, and backlogged — support quick action choice. Just double click on them to set the date and close the date picker.
When you schedule a task, note that only business days are counted when calculating the end date of a task, based on its duration and start date. So, if you’d like to include weekend days as well, please check the “work on weekends” option 6.
To set the task’s status, choose active, completed, deferred or cancelled from the drop-down menu as shown below:
If the task is done and you want to mark it as complete in one click, put the checkmark right into the box and proceed to the next task!
The “deferred” status can be useful for postponed or blocked activities, which you do not want to cancel, just put them on hold. Any type of task (planned, backlogged, or milestone) can be set to deferred. Deferred planned tasks and milestones have start and due dates, but they will not show up as tasks to do or overdue on your Dashboard and in the everyday To-Do emails. Thanks to this peculiarity, the deferred status is useful for tasks in a template folder. In this case, users in your account will not be bothered with template tasks in their to-do lists, and you can easily duplicate the folder and tasks with appropriate start and due dates.
Whenever you need to make deferred tasks active again, you can edit them all at once: select the tasks you need in the List view and click on “Mark as completed” in the mass actions sidebar, then select these tasks again and mark them as active.
For Enterprise users, there is also the option to create Custom Statuses for tasks. New tasks created in folders with custom workflows will automatically be assigned a status from that workflow.
You can tag your tasks in Wrike to better organize your workflow and to make it easy for everyone on your team to find tasks that they need. It is possible to put one task simultaneously in several folders in Wrike, so the function of tags is assigned to folder names. To tag a task, just drag the necessary folder from the folder tree onto a task. The folder name becomes the task’s tag. The task also gets included in this folder. To tag multiple tasks, select them in the “List” view by checking the boxes on the left of the tasks, then drag a folder-tag from the folder tree onto a task list.
Another way to tag a task is to click on the “+” button right under the task title in the task view and choose the appropriate folder from the drop-down menu that appears after you start typing its name in the field 1. After you click on the folder title, the task will be included in this folder and shared with the people with whom this folder is shared 2.
By default, the task is shared with its author, current responsible party, past responsible party and the people with whom the parent folders of the task are shared. Click on “Shared with N people” to see all the team members with whom the task is shared.
You can share a task with more team members. Choose as many names as you need from the drop-down menu. 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.
Also, the task automatically gets shared with the person mentioned after the @ symbol in the comments.
In certain cases when you need to share a task with the entire organization, you can select “My Team” group in the sharing dialog. All regular Wrike users in your organization are automatically included in this default user group except for collaborators and external users (to eliminate the possibility of accidentally sharing information with a freelancer or a customer).
Following a task is a great way to stay up-to-date with its changes and comments. If you follow a task, you see its updates in the Activity Stream and receive instant or daily email notifications at your choice.
You can easily start to follow or unfollow any particular task in your workspace and invite other team mates to follow it. After you added a comment to a task or you were mentioned after the @ symbol in a comment, you instantly start following the task. Also, task author and assignee follow their tasks by default.
To subscribe to a task, click on the “Follow” button in the task description 1. You will see the avatars of the people who are getting notifications about changes in this task 2. If someone who is involved in completing this assignment isn’t on the list, type in your colleague’s name or email address in the field to invite them 3 or choose his/her name from the list of people. Every subscribed person instantly receives an email notification that he or she is now following a specific task.
Click on the “Permalink” button 1 in the right upper corner of the task view. The URL to the task will pop up, highlighted for easy copy/paste. Once you copy the link to the task, you can insert the link in the description of other tasks or folders. The link will be automatically converted into the underlined task title it refers to 2.
This feature is very handy for building checklists from smaller tasks. Once the status of the linked task changes, the entry in the description gets a colored badge 2.
In case you want to discuss previous tasks or refer to project folders in the Activity Stream, you can enter @TaskName or @FolderName in the comments section and choose the item you wish to share from a drop-down list of related task and folder names. The permalink is automatically added into your comment to quickly provide the full context during work discussions.
After you have defined and organized the major steps needed to complete the project as tasks, you can further break down your tasks into detailed to-do lists with step-by-step instructions with the help of checklists in the task description area. To create a checklist, place the mouse cursor where you want to start the list and click on the “checkbox” icon in the description formatting panel. Once you finish entering the first paragraph, hit “Enter” and get a new checklist item beneath.
When a task component is completed and the assignee checks its box, the item turns grey to fade out of focus. Thus everybody can see clearly which parts have been finished and what needs to be done to complete the entire task.
Tips for Pros:
When a task is assigned to several employees, you can add a checklist to your task description for clearer workload distribution between them. When everyone has checked off their separate line items, the last contributor or the task author knows to mark the entire task as completed. If some of these items turn out to be important enough to be treated as individual tasks, you can simply add cross-links to those tasks in your checklist.
When you have a complicated task or want to discuss it at a face-to-face meeting, the hardcopy of the task containing its description and the activity stream might come in very handy.
Just open the task, click on the Menu button (the one with three dots) and choose “Print“. A new browser tab will open with the standard print menu allowing you to print out the document or save it as a PDF or other preferred file type.
To add dependencies to task 1, simply add a previous task 2, search for the next task 3, and choose the type of dependency 4.
You can also draw dependencies on the Timeline.
If you want to (or need to) you can view a task in full screen. To do this, click on the Menu icon in the task’s upper right hand corner and then choose “Enter full screen.”
You can also choose to open the task in a different tab: click on the task’s Menu button and then select “Open task in separate tab”.