how to share the right data with the right people - wrike · how to share a folder ... no other...
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How to share the right data
with the right people
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Why is it important to know how to share data selectively?
Reduce the information overload for your colleagues
Increase the ease of navigation by sharing only the relevant data
Reduce the risk of unwanted data exposure
Track both personal plans and business plans in one account
Securely outsource your work to external people or organizations
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How to share a folder
Option 1: Right-click on the folder name in the left panel to share the folder directly from this menu.
Option 2: Go to “Folder info” and click on the “Shared with” link.
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Option 3:Include the folder in a shared folder, e.g., include “Handout materials” in the “Booth” folder. This way, everyone who shares the “Booth” folder will have access to the “Handout materials” folder.
Option 4:@Mention people or groups in comments. The Folder will be shared with mentioned people or groups.
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How to share a taskSharing a task is similar to sharing a folder. Choose any of the 3 ways that suits you best:
1. Include the task in other shared folders.
2. Click “Shared with” link and choose people from the drop-down list.
3. @Mention your colleagues in the comment field.
Tips:
1. Your top-level folders and tasks are private by default. So you need to deliberately share them to provide your team with access to this data.
2. You can share your tasks and folders with both individual team members and whole user groups.
3. To unshare the folder or task, move a task out of a shared folder, or click the “Shared with” link and de-select colleagues.
4. If you share a folder with a certain team member, they also get access to all tasks in its subfolders.
5. You can’t unshare the subfolder from the person if a parent folder is shared with her.
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How to track progress in shared folders and tasks
Follow tasks to stay up to date with changes and comments
Tips:
1. If you follow a task, you see its updates in the ActivityStream and receive instant or daily email notifications(your choice).
2. Task author and assignee follow their tasks by default.
3. To follow all tasks in a folder you need to adjust theFollow settings at the folder level.
4. After you add a comment to a task or you are@mentioned in a comment, you instantly startfollowing the task.
5. Choose which tasks to follow wisely so you getrelevant task updates
To adjust notification settings at the folder level:
1. Go to the folder’s info.
2. Click on the “Follow” button.
3. Choose the appropriate option from the drop-down menu:
- “Follow my tasks”: you will receive only the notifications about tasks that you created or are responsible for, or tasks that you’ve commented on.
- “All tasks”: you will receive notifications about all changes to all tasks.
- “Ignore”: you will not receive any notifications.
Tips:
1. By default, notification settings are set to “Follow my tasks”.
2. The Follow option that you chose will automatically applyto all the subfolders in this folder.
Follow a folder to keep track of all included tasks 3 21
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Share data selectivelyWith FreelancersAssign or share the required task(s) with a freelancer. Your contractor will have access to this task only and will not see the other tasks for this project.
Your view
Freelancer’s view
With Customers or ContractorsShare the required folders with subcontractors or customers, without allowing them to view any of your other projects.
Your view PR agency’s view
With Different Departments or Groups in Your CompanyShare only the subfolders and tasks that are relevant for each team, rather than sharing the whole project folder. This way, you’ll reduce information overload for your team and make their navigation easier.
Your view
Designer’s view
Marketing’s view
Tip: Repeat the parent folder’s title in the subfolder’s title. Otherwise, as you’ll see in this example, the design team will end up with two folders just called “Posters,” since the parent folders specifying conference names are not shared with them.
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Anti-Black Hole Actions: Keep Track of Tasks that are Not Included in a Folder
Step 1. Set a default folder for tasks you create via email Challenge: By default, tasks created via email are not included in a folder,
so they may be overlooked.
1. Create a special folder in your workspace (e.g., “Inbox”) 2. Go to your profile3. Go to the “Email addresses” tab4. Specify the default account and folder where new tasks will be created when you send emails to Wrike
5. Next time you create a task via email, it’ll appear in the specified folder.
6. Review your “anti-black hole” folder periodically to choose appropriate actions for these tasks (share, assign, complete, etc.).
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Step 2. Create a folder for untagged tasks Challenge: You may see some tasks that don’t appear to be included in any folders. Usually this
means that the parent folder is not shared with you. These tasks can easily fall through the cracks.
1. Create a top level folder (e.g., “Untagged”) that won’t be shared with anyone.
2. Go to your account folder (click on the account name).
3. Click “Hide descendants” to hide tasks from subfolders.
4. Select all tasks.
1. Create private folder “My tags”
2. Add your preferred tags as subfolders in this folder
3. Tag tasks with these subfolder titles
Step 3. Develop a private tag system to better organize your work
5. Click “Change folder” link.
6. Choose the “Untagged” folder from the drop-down list (as this folder is not shared with others, your team won’t see that you included tasks there).
As long as these folders remain private, you can use them to tag tasks – and you’re the only one that will see the tags.
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Choose what your team can do with data in Wrike
Step 1. Customize user access at the account level with license type
2 types of licenses: 1. Users can take advantage of all of Wrike´s features.
- Regular users – the default type of user license.
- External users have the same abilities as ordinary users, except they can only see the contacts of other people on the folder(s) you choose to share with them. Also, they can’t grant other people access to folders and tasks, which prevents unwanted exposure of your data.
- Admins can manage license types. In the Enterprise subscription, admins have extended controls that allow them to edit other users’ contact data and control which e-mail domains, external file repositories and app integrations the team can use.
2. Collaborators can view tasks and folders that are shared with them, leave comments, download/upload files, and change the status of tasks. No other data in your Wrike account can be modified by Collaborators.
Tips:
1. The number of Users in your account is defined by your subscription plan.
2. Every subscription includes an unlimited number of free collaborator licenses.
3. Admins can manage license types in the User Management settings. Access these settings by clicking on the “Add Users” link in the upper-right corner of the workspace.
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To change the level of access:1. Right-click on the chosen folder and select “Share folder” from the drop-down menu.
2. Click on the “Edit permissions” button.
3. Adjust the access level for each user or user group.
A user with full access has full control over the folder and everything it contains.
A user with limited access cannot perform the following actions in the chosen folder:
1. Share the folder that contains the task they’re collaborating on with others, or extend their rights from Limited to Full.
2. Move tasks and folders and duplicate folders in the workspace.
3. Include shared tasks or folders in other folders.
4. Edit task descriptions and change other task parameters – dates, duration, dependencies.However, Limited access users can add comments, attach files to tasks and folders, and change the status of tasks.
Step 2. Adjust what people can do at the folder level with folder permissions (Enterprise subscription)
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Tips:
1. The access level can be set at both the individual user level and the user group level.
2. By default, team members with a User license will receive full access when a folder or a task is shared with them.
3. Collaborators always have limited access to the folder even if they are members of a user group that has full access.
4. A user’s access rights are inherited by all subfolders of the shared folder.
5. If a user has limited access to a parent folder, their access can be changed to full for any of the subfolders. However, if they have full access to the parent folder, they can’t be switched to limited access for any of that folder’s subfolders.
6. If the access rights of different user groups in a folder vary, a user who is member of both user groups will always inherit the higher access level.
7. The last user with full access won’t be able to downgrade his or her access rights (or unfollow the folder) until he or she has given full access to at least one other user.
Making it Work for You
Use case
Private folders that shouldn’t be viewed by anyone
Folders with tasks that need review, discussion, and tracking without editing task content and folder structure
Work in progress tasks and folders that should be managed and edited
Personal to-do listsTop secret business data
Cross-functional projectsCollaboration with third-party vendors Newcomers
Team members Outsourced workforce (consider external user licenses)
Don’t share folder with anyone
Set limited access to users
Provide users with full access to folders
Action required Examples
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Tips and best practices1. Share onboarding materials with newcomers
2. Share the whole workspace with the whole team
1. Create the “Onboarding” folder containing relevant information.
2. Create the “Newcomers” group.
3. Share the “Onboarding” folder with the “Newcomers” group.
4. As new people join the company, add them to the “Newcomers” group, so the “Onboarding” folder will be automatically shared with them.
1. Create a top-level folder (e.g., “Our Company”).2. Move all other folders there.3. Share the “Our Company” folder with your “My Team” group.
FAQ: What is the “My Team” group?This is a default user group that includes all regular Wrike users in your organization. Collaborators and external users are excluded from this group to eliminate the possibility of accidentally sharing information with a freelancer or a customer.
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3. Manage both personal and work plans in one account
Create a “Personal” folder to keep track of your own plans.
All tasks in this folder are private and not shared with anyone.
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1. Set up a folder with essential info and share it with “My Team”.
2. Fine-tune your “Follow” settings so you only follow important folders and tasks.
3. Create your personal custom statuses to improve your workflow organization.
4. Create an “anti-black hole” folder: make a new top-level folder to catch tasks that are not included in any other folder.
5. Configure your email integration settings to automatically organize tasks created from emails in your dedicated folder.
1. Your top-level tasks and folders are private by default.
2. Folder sharing flows down. Sharing a parent folder with someone shares all its subfolders, tasks, and files.
3. @Mentioning people shares those folders and tasks with them.
4. You can see custom task tags only if the corresponding folders are shared with you.
5. You can’t unshare a task with its author or assignees.
Action plan:
5 Key Points to Remember:
1. How to choose the license type
2. How to share data with groups
3. How to use @mentioning
4. How to email task to a folder
Knowledge base:5. How to choose the right type of license
6. How to share your whole workspace
7. How to set folder permissions
8. How to follow a folder