A Beginner's Guide to Wrike - Unito (2023)

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Juggling isn’t a skill most business professionals promote in their LinkedIn profile. While sometimes necessary, going back and forth with endless email chains, missing deadlines, and managing chaotic projects is a type of juggling that nobody wants any part of. Thankfully, there’s Wrike.

Wrike is a project management tool that enables businesses to plan, coordinate, and manage work. It helps cut down on unnecessary or unclear communications while streamlining and perfecting workflows. If you’ve ever felt like your team members are all on completely different pages —or planets —Wrike can help bring things back together.

By helping you sort through incoming requests, setting up custom workflows that fit your team’s specific process, and increasing transparency between team members, Wrike breaks down silos and boosts efficiency.

If you’re just starting out with the platform, this beginner’s guide to Wrike will get you on the right track. Continue reading to find out:

  • The key elements of your Wrike dashboard
  • Wrike’s system for organizing work
  • How to create and track a project in Wrike

Let’s dive in.

Getting started with Wrike

Before you get going with your Wrike dashboard, you have to decide which membership option is right for you and your business.

Wrike has five core plans: Free, Professional, Business, Marketers, and Enterprise. For the purposes of this guide, we’ll be exploring Wrike for Marketers. If you’re using any of the other plans however, most of this information will still be applicable. You can sign up for a free trial of all paid plans before you commit, so take your time and figure out which is best for your company’s needs.

Once you’ve signed up for your preferred plan and are in your Wrike dashboard, it’s time to explore.

The Navigation Panel

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The Wrike Navigation Panel is something you’ll use on a daily basis.It includes:

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  • New component button: This green circle with a white plus-sign is where all new folders, projects, and tasks are born. You can click it to create a new task, project or folder, space, or request.
  • Inbox: This is where you’ll receive notifications whenever you get @mentioned. For example, if your teammate is writing a report and it’s ready for your edits, your teammate might @mention you in the task. Doing so would trigger a notification in your Wrike Inbox (and potentially your email inbox, depending on the settings you’ve established).
  • My Work: A list of the tasks assigned to you. You can easily drag and drop tasks here for your convenience.
  • Dashboard: In your dashboard you can view filtered task lists and monitor the work you have on your plate. You can customize your Dashboard with widgets and filters to ensure you’re seeing the content that’s most important to you. Learn more about customizing Dashboard widgets in Wrike here.
  • Stream: A live feed of all updates related to projects and work you’re involved in.
  • Reports: (Enterprise only) allows you to generate reports on the work tracked in Wrike.
  • Folders and projects: This is where all the work from all members of your company lives. If someone is working on something, you can find it here. To see all tasks stored in a folder or project use the Navigation Panel on the left-hand side.
  • Calendars: Like most calendars, the Wrike calendar helps you track tasks that are due on a day-to-day basis. This is an extremely helpful way to manage your schedule, especially if you’re a visual learner.

The Wrike system

The Wrike system consists of four key areas: tasks, projects, folders, and spaces. These are essentially the ‘building blocks’ of Wrike that will help you keep track of work.

Tasks (and subtasks)

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These are the main actionable units in Wrike. tasks represent all the work that you and your team need to complete.

Some teams will break down every single aspect of a project (from meetings to approvals) into tasks and subtasks, while others only create tasks for specific deliverables. Wrike’s custom features make it really easy to cater to these different approaches.

One of our favorite things about Wrike is that you can create a priority matrix to identify which tasks are urgent and critical. To do so, create folders for each priority level, and then drag tasks from one folder to another as your priorities change.


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The projects section is a place to house multiple tasks that contribute to a single campaign or large project. Projects have attributes like project status, owner or stakeholder, and due date. Wondering if the graphic designer has started mocking up that infographic you need? A project makes it very easy to find out.

You can easily recognize projects in your sidebar navigation panel by the little clipboard icon that will appear next to the project name.


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Folders are used to organize data. Just like you use file folders to keep your taxes and paper invoices tidy, Wrike’s folders make your projects and tasks easy to find. They’re color-coded for quick visibility so you don’t waste any additional time trying to find the info you need.

You can add tasks to folders to keep relevant information all in one place. For the most efficient workflow possible, we recommend grouping related tasks together. If you know that one stakeholder team loves to come in with the last-minute “emergency” requests, you can create a folder for these projects and tasks to keep them separate from other projects or department folders.


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Spaces are Wrike’s newest structural addition. They allow companies to define and manage each department. There are three different types of spaces available. They are:

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  • Personal Space: pre-created workspaces that let you manage your work just for you. Only you can see your Personal Space, so it’s a great place to store private notes, files, or work.
  • Public Space: a place to manage and organize information that is available company-wide. This is helpful for internal communications, announcements, and other information that all employees and teams should be aware of.
  • Private Space: where teams, departments, and groups can organize and view work. These are hidden from users not invited by a space administrator.

Learn more about spaces with Wrike’s handy guide here.

Viewing information in Wrike

The beauty of Wrike is in its customization. While other programs don’t always work the way you work, Wrike conforms to your team and personal workflows. With the different viewing options in Wrike, you can see the information that matters most to you in the most convenient format.

Once you select a folder or project, use any of these views to take a look at your workload and tasks.

  • List: like a to-do list. This view shows you a list of tasks in a project or folder. The list view lets you sort tasks based on importance, priority, date, status, and title. Learn more about List View here.
  • Board: shows tasks organized into easy-to-read columns based on status. You can drag and drop tasks to different columns if needed. Find out more about Board View here.
  • Stream: the best view for tracking work being completed in real-time. The Stream tab is filtered to show updates on all tasks, folders, and projects but you can customize this to better suit your needs. Learn more about the Stream View here.
  • Timelog: Wrike has an integrated time tracking system. This view shows you time logs for selected folders so you can see how much time has been spent on tasks. Learn more about the Timelog View here.
  • Gantt Chart: shows the workflow, time duration, and task dependencies in a selected folder. Gantt charts provide a bird’s eye view of projects and work scope. Learn more about Gantt Charts here.
  • Table: like a spreadsheet, but way better. Here is where you can see key info in a grid format. Learn more about Wrike’s Table view here.
  • Workload: are certain team members complaining about being overworked while others seem to be on permanent vacation mode? The Workload View will show you the balance of assignment distribution. It gives you one place to see the workload and availability of all team members. Find out how to get the most out of the Workload View here.

Putting it into practice: How to create a project in Wrike

Now that you’re familiar with the basic components of Wrike, it’s time to create your first project. Creating a project in Wrike is quite simple and intuitive. Once you’ve done it one time, you’ll basically be a pro.

1. Establish your team

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Go to the left-side Navigation Panel and click on the team name relevant to the project. For the sake of this example, let’s say we are assigning a project to the marketing team.

2. Create a folder

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When you click on the team name, you’ll see a view with all of the projects and folders assigned to this team. You can either create a project right away or create a folder where this project will live. The folder is handy if you have multiple clients or campaigns and want to keep all projects organized under each one.

Create a new folder by clicking on the green circle button next to the Inbox tab. From the drop-down menu, select ‘project or folder.’ Click on the circle next to the folder option (below project) on the left side navigation.

3. Name your new folder

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It will now appear in your left-hand Navigation Panel under your team. We’ve called the folder ‘ABC Corporation’ for the purposes of this example.

4. Start adding projects.

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Now that you have your folder set up, you can start adding projects. Click on the green circle button with the white plus sign and select ‘Project or folder’ from the drop down menu. It will automatically have ‘Project’ selected on the left-hand side.

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5. Determine project details

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Name your project, set the start and finish date, and choose your preferred default view. We’ll call this project ‘Fall Campaign.’ You will now be able to see this on your left-side Navigation Panel.

6. Add tasks and assignees

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Now that you have your project all set up, you can start adding tasks and assignees. To add a task, click on the blue ‘New task’ button.

7. Name your task

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Type in your task name (for example, ‘Research and data analysis’) and hit enter. The new task will now show up in the list of tasks under the project, and you’ll be able to see details on the right-hand side.

8. Add task details

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Now add the necessary details to your task, including subtasks, due dates, and other info. You can also assign the task to the appropriate team member and attach files. These details and attachments can be updated at any time, so don’t get too hung up on making sure everything’s perfect — although it’s good practice to have as many details as possible ready in the task before you assign someone to it.

9. Add task assignees

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Who is going to be completing and/or overseeing the task? Add this team member by clicking the ‘Add assignee’ button.

10. Add subtasks

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Once the task is created, you can also add a subtask. For example, the ‘Research and data analysis’ task might also include a presentation aspect so the assignee can share findings with the broader team.

11. Add subtask details

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You can now do all the same things as you did with your main task for your subtask. Add an assignee, set due dates, and add any additional files and key information. Even if the assignee of the subtask is different than of the main task, they’ll be able to see any info and files included in the main task.

12. Set task priority level

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When you create a task and subtask, get into the habit of setting priority levels. This makes sorting tasks based on priority a breeze.

There you go. You’ve now created your first project in Wrike. Feels good, doesn’t it? And it only gets easier from here, since you won’t have to keep creating teams or folders.

Now that your team is one big step closer to complete organization and collaboration, you can concentrate on what really matters —the work.

Learning how to use Wrike is great, but what about slotting it in with your tool stack? Without the right integration, you can spend hours just copying and pasting information from tool to tool so everyone’s in the loop. Just because a tool is great for your needs doesn’t mean it works for another team. No one should be forced to use a tool that doesn’t fit their workflow.

Want to save time and effort? Try Unito. Unito has the deepest two-way integrations for some of the most popular tools on the market, including Wrike, Asana, Trello, Google Sheets, and more.

Sync data across tools seamlessly, use rules to filter out irrelevant information, and map fields so everything ends up exactly where it needs to go. All of that in just a few minutes.

Click here to see how easy it is to integrate Wrike with Jira.

Need to integrate Wrike with your tool stack?

Unito supports more fields, better customization, and true two-way syncing.

Learn more

(Video) Shape the flow of work with Unito's flow builder


Is Wrike easy to learn? ›

Wrike is definitely one of the easiest project management tools on the market. It is quite simple to navigate, easy to learn, and does not require any technical knowledge. Its dashboard gives you a clear view of all your tasks, highlighting those nearing their due dates.

What is the difference between folders and projects in Wrike? ›

Folders can contain subfolders, projects, and tasks. Use Projects to manage a group of tasks that are part of a larger goal. With Projects, you can track the status and due dates of the project separately from its individual tasks, and can store files and notes that need to be accessible to the project team.

Is Wrike a good project management tool? ›

Wrike is a powerful tool for teams, one that ranks highly as both collaboration software and project management software.

Is Wrike user-friendly? ›

Wrike is an incredibly intuitive and user-friendly project management tool that makes it easy for teams of all sizes to collaborate and get work done. The interface is simple and intuitive, and the features are incredibly helpful for managing projects and tracking progress.

Is Wrike a Russian company? ›

Wrike, Inc. is an American project management application service provider based in San Jose, California.

What is the disadvantage of Wrike? ›

Disadvantages or Cons of Wrike:

Wrike does not enable users to modify the color, background, or other visual aspects of tasks and projects. Changing the status of a task in Wrike is neither simple nor straightforward. Wrike has a steep learning curve and is difficult to use.

What are the three types of folders? ›

There are six main types of folders: file folders, hanging file folders, expanding file folders, classification folders, zip folders, and pocket folders.

What is the best folder structure? ›

One folder structure best practice is to avoid having folders that compete with one another. Try not to create folders with overlapping categories. Instead, create folders which are distinct from one another, and use nesting to arrange them as needed.

What is the difference between tasks and subtasks in wrike? ›

Overview. Subtasks live within tasks and can help you divide your tasks into smaller action items. Subtasks have the same attributes as regular tasks, so you can give each subtask their own due date, assignees, status, and more.

Who does Wrike compete with? ›

Competitors and Alternatives to Wrike
  • Smartsheet.
  • Microsoft Project Online.
  • Planview AdaptiveWork.
  • Zoho Projects.
  • monday.com.
  • Clarity PPM.
  • ServiceNow Strategic Portfolio Management.
  • KeyedIn Projects.

Is Wrike same as Jira? ›

Wrike excels at the cross-team collaboration necessary to complete large volumes of work. Jira, on the other hand, is designed for small teams to run short sprints with limited collaboration.

Is Wrike free forever? ›

Wrike's free plan isn't actually free

Not to mention, access to the platform is only offered on a limited trial. Welcome's free plan is free, forever. Invite up to 5 of your teammates, run up to 5 campaigns every month and use planning and ideation features as needed.

How do I get started with Wrike? ›

Getting Started Guide
  1. Step 1: Settling In.
  2. Step 2: Learning the Fundamentals.
  3. Step 3: Prepping the Workspace (For Account Managers)
  4. Step 4: Onboarding Your Team (For Account Managers)
  5. Step 5: Start Working and Collaborate.
  6. Step 6: Monitoring Work and Building Up Success.
  7. Step 7: Working From Home Productively.

Does Google use Wrike? ›

Gmail, Google Drive, Google Calendar — Wrike integrates with them all to help you collaborate with your team and get more things done together.

Why is it called Wrike? ›

The brand owner (Wrike, Inc.) apparently intended WRIKE to evoke the words “write” and “work,” but I'm not alone in having a different impression of the brand name.

What is unique about Wrike? ›

What makes Wrike different? Wrike's easy-to-create, completely interactive Gantt chart view makes Wrike different from other popular project management apps. Besides Gantt cChart, Wrike offers different views, such as board, list and file view to support different working styles of a diverse workforce.

Is Wrike expensive? ›

Wrike pricing plans start as low as $9.80 per user per month, and have a higher tier option for $24.80 per user per month. Wrike also offers a free plan that is quite impressive, and an enterprise-level solution with no publicly available pricing.

What company owns Wrike? ›

Citrix purchased Wrike for $2.25 billion in March 2021. At the time, Wrike, which offers project management software, employed about 1,000 workers and claimed about 18,000 customers globally. The company is led by Andrew Filev, who founded it in 2006 and built it without venture backing until 2012.

How many users can use Wrike free? ›

Free Wrike accounts are made for individuals or teams of up to five that need project management software.

Does Wrike sync with Outlook? ›

Wrike users can add the Outlook integration by navigating to “Apps & Integrations” in their interface. Type “Outlook” into the search bar. You will then be prompted to Install for 365. In the Outlook interface, simply go to the add-ins store and search for Wrike and “add” to your navigation bar.

Is Wrike kanban? ›

Why Wrike is the ultimate Kanban project management tool. Wrike offers multiple project views, including Kanban, Gantt, Task view, and more. You can input project data once and then manage it in whichever format you prefer.

What are the five main folders? ›

Windows 10's This PC evolves from its previous version's My Computer, and keeps its default six folders: Desktop, Documents, Downloads, Documents, Pictures, Videos, the last five of which are, like library folders.

What are the four main folders? ›

  • documents.
  • pictures.
  • music.
  • videos.
Nov 15, 2020

What are 5 good practices to naming a file? ›

File naming best practices:
  • Files should be named consistently.
  • File names should be short but descriptive (<25 characters) (Briney, 2015)
  • Avoid special characters or spaces in a file name.
  • Use capitals and underscores instead of periods or spaces or slashes.
  • Use date format ISO 8601: YYYYMMDD.
Jul 12, 2022

What are the three common file structure? ›

Three types of files structure in OS: A text file: It is a series of characters that is organized in lines. An object file: It is a series of bytes that is organized into blocks. A source file: It is a series of functions and processes.

What are dependencies in wrike? ›

A dependency in project management refers to a series of tasks that are interrelated. There are several different types of dependencies in project management: Finish-to-Start: Task B cannot start until task A has been completed. Start-to-Start: Task B cannot start until task A starts.

When should subtasks be created? ›

A subtask can be created for an issue to either split the issue into smaller chunks or to allow various aspects of an issue to be assigned to different people. If you find a subtask is holding up the resolution of an issue, you can convert the subtask to an issue, to allow it to be worked on independently.

Is Wrike an Agile tool? ›

Wrike has built the best Agile project management software to enable your team to prioritize tasks, share information, and collaborate with ease.

What makes Wrike different? ›

For example, Wrike provides you with multiple customizable calendars, which can be assigned to individual projects, teams, or even a specific folder. For those who like a well-organized hierarchy of tasks, Wrike is the ideal choice.

Can Wrike export to Excel? ›

At any time, you can export all your tasks with their statuses, priorities, responsible parties, start dates and due dates to Excel (xls) format.

Is Wrike a scrum? ›

Successful Scrum teams use Wrike

In Agile methodology, it is essential that Scrum teams are able to work and collaborate effectively, prioritize work, and deliver quickly. Project management software like Wrike gives teams visibility and enables them to plan and executive more collaborative sprints.

Is Wrike free with Microsoft Teams? ›

Yes, the Microsoft Teams integration for Wrike is free. Improve project communication with Wrike and Teams without upgrading or buying any additional plans.

Does Wrike work offline? ›

Create new tasks, add comments, and attach files to tasks while offline. When you connect to the internet again, your changes will be synced. Submit requests while you're offline (for Business or Enterprise users). A task or project is created once you connect to the internet.

Does Wrike have Gantt charts? ›

Wrike's online Gantt Chart gives you a bird's eye view of project progress and a complete view of work scope and dependencies. Intelligent critical path analysis helps you spot potential bottlenecks that can cause operational inefficiencies.

Does Wrike have automation? ›

Work Smarter.

Wrike's best-in-class Automation Engine is the simplest way to automate everyday workflows.

Does Wrike have a dashboard? ›

Wrike's dynamic dashboards enable teams to build custom workflows to suit their processes. Use Kanban boards to manage task progress, plan with project timelines, schedule with shared calendars, and share updates using tables.

Is Wrike free app? ›

Wrike price: The free plan includes unlimited projects for unlimited users; upgrade for $9.80/user/month (billed annually) to the Professional plan that includes Gantt charts, shareable dashboards, and more.

What kind of tool is Wrike? ›

Wrike is a digital work management tool that lets users track and coordinate projects, combining a simple user experience and interface with enough depth for power users.

Is Wrike hard to learn? ›

Wrike is definitely one of the easiest project management tools on the market. It is quite simple to navigate, easy to learn, and does not require any technical knowledge. Its dashboard gives you a clear view of all your tasks, highlighting those nearing their due dates.

Is Wrike certification worth it? ›

Certification value is real

Just as you would adding a Google Ads or HubSpot inbound marketing certified badge, adding a Wrike Certified Bronze or Silver badge could help you advance your career and establish you as a cut above the rest of your peers.

What is a workflow in Wrike? ›

Automated request forms: Wrike's workflow processes enable you to create automated request forms so that with every task, your requests are delivered to the right team with all the right information.

What is the advantage of Wrike? ›

The advantages of using Wrike are the ability to manage multiple projects at once, team productivity tracking, customizable dashboards and reports, real-time updates on tasks and projects, and automated reminders and notifications.

Is Wrike an agile tool? ›

Wrike has built the best Agile project management software to enable your team to prioritize tasks, share information, and collaborate with ease.

Is Wrike Kanban? ›

Why Wrike is the ultimate Kanban project management tool. Wrike offers multiple project views, including Kanban, Gantt, Task view, and more. You can input project data once and then manage it in whichever format you prefer.

What are tasks for in Wrike? ›

Tasks are one of the main building blocks in Wrike together with folders, projects, and spaces.
Use tasks when you need to:
  • Plan all the necessary steps to complete a project.
  • Visualize individual steps on a Gantt chart.
  • Store detailed information about processes, how-tos, or notes.


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