Wrike Project Management Cheat Sheet

Updated 2026-05-28

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Wrike is a cloud-based work management platform designed for teams of all sizes to plan, track, and collaborate on projects in real-time. Originally focused on project management, Wrike has evolved into an AI-powered collaborative work management system with custom workflows, resource planning, automation, advanced reporting, and AI Agents — autonomous multi-step automations that triage, route, and update work without manual intervention. The platform serves marketing teams, professional services, IT departments, and cross-functional organizations through flexible work structures — tasks, folders, projects, and spaces — combined with powerful customization through custom fields, item types, blueprints, and the Apex plan that bundles Wrike Whiteboard, Integrate, Sync, and Datahub. One key insight: Wrike's cross-tagging capability allows a single task to exist in multiple locations simultaneously, enabling matrix organization and shared resource visibility without duplication — a structural advantage most other platforms cannot replicate.

What This Cheat Sheet Covers

This topic spans 20 focused tables and 234 indexed concepts. Below is a complete table-by-table outline of this topic, spanning foundational concepts through advanced details.

Table 1: Core Work Items and HierarchyTable 2: Views and VisualizationTable 3: Custom Workflows and Status ManagementTable 4: Custom Fields and FormulasTable 5: Task Dependencies and SchedulingTable 6: Automation and TriggersTable 7: Approvals and ProofingTable 8: Resource and Capacity ManagementTable 9: Time Tracking and BillingTable 10: Dashboards and ReportingTable 11: Request Forms and IntakeTable 12: Templates and BlueprintsTable 13: Integrations and APITable 14: Permissions and Access ControlTable 15: Search, Filters, and ViewsTable 16: Collaboration and CommunicationTable 17: AI Features and Work IntelligenceTable 18: Mobile and Offline FeaturesTable 19: Security and ComplianceTable 20: Advanced Features and Administration

Table 1: Core Work Items and Hierarchy

The foundational building blocks of a Wrike workspace form a four-level hierarchy — task, folder/project, space — with cross-tagging enabling one item to live in multiple locations simultaneously. Understanding this structure is essential before configuring anything else.

Type	Example	Description
Task	`Create landing page` `Schedule: Mar 20-25`	• Basic unit of work with assignees, dates, status, description, attachments, and comments • can exist in multiple locations via cross-tagging.
Subtask (Subitem)	`Task → Write copy` `Task → Design hero image` `Task → Set up tracking`	• Nested task under a parent task • unlimited hierarchy depth • automatically inherits sharing from parent but can have own assignees and dates.
Folder	`Marketing Campaigns` `Q1 Deliverables`	• Container for organizing tasks and subfolders • simpler structure without project-specific metadata like owners or timeline • used for grouping related work.
Project	`Product Launch Q2` `Owner: Sarah` `Mar 1 - Jun 30`	• Folder with enhanced properties: dedicated owner, start/end dates, status, and project-level reporting • appears in project-specific views and reports.
Space	`Marketing Space` `Engineering Space` `Client: Acme Corp`	• Top-level container for departments, teams, or clients • can have dedicated workflows, custom fields, dashboards, and access controls • Business plan and above.

Table 1: Core Work Items and Hierarchy

Type	Example	Description
Task	`Create landing page` `Schedule: Mar 20-25`	• Basic unit of work with assignees, dates, status, description, attachments, and comments • can exist in multiple locations via cross-tagging.
Subtask (Subitem)	`Task → Write copy` `Task → Design hero image` `Task → Set up tracking`	• Nested task under a parent task • unlimited hierarchy depth • automatically inherits sharing from parent but can have own assignees and dates.
Folder	`Marketing Campaigns` `Q1 Deliverables`	• Container for organizing tasks and subfolders • simpler structure without project-specific metadata like owners or timeline • used for grouping related work.
Project	`Product Launch Q2` `Owner: Sarah` `Mar 1 - Jun 30`	• Folder with enhanced properties: dedicated owner, start/end dates, status, and project-level reporting • appears in project-specific views and reports.
Space	`Marketing Space` `Engineering Space` `Client: Acme Corp`	• Top-level container for departments, teams, or clients • can have dedicated workflows, custom fields, dashboards, and access controls • Business plan and above.