Automation Process in Wrike – Detailed Guide

Automation is now widely used in business, particularly in companies that require quick outcomes or results. Almost every industry had to implement new systems and solutions to maintain work efficiency and deliver services to clients more quickly.

And this is one reason why they want a platform with an automation feature since automating some tasks will help them reduce repetitive work and allow a whole team to work on more important tasks.

As a result of the pandemic, businesses have had to devise new strategies to ensure their continued success. They have considered implementing a project management platform that would allow them to work remotely and provide the tools they need to improve workflow, foster teamwork, and increase the company’s overall output from anywhere in the world.

The importance of project management is enormous. Numerous options for project management software are currently on the market. But Wrike is a versatile system that has the potential to have a significant effect on any company size, especially in terms of increasing productivity. Wrike is the best software for managing projects if you want to automate so that you can cut down on mundane tasks, work more quickly, and make fewer mistakes. You and your team can save time and effort by using Automation to perform several tasks and actions automatically.

According to Wrike’s operational excellence record from 2018, 68% of workers believe that 40% of their time is spent on routine tasks, and 38% believe that almost 50% of their work can be automated. This data shows that automation is needed to avoid repetitive tasks and that most tasks can be automated.

What is Automation?

Automation aims to facilitate the generation and distribution of commodities with minimal involvement from human workers. Some tasks of individual workers can now be completed more quickly, with greater accuracy, and with fewer efforts, thanks to implementing automation technologies, techniques, and processes.

The use of computers and software to digitize, store, process, and communicate the vast majority of routine tasks and processes in a typical office is known as office automation. It is at the heart of project management software like Wrike with an Automation rule feature. More importantly, it helps teams avoid bottlenecks that slow them down and improve the speed and quality of work.

If you want:

  • Boost your team’s efficiency
  • Boost productivity
  • Fewer your team’s errors
  • Higher quality work product
  • Reduced labor costs
  • Save more time

Then this article is for you!

Now, let’s dive into the Wrike Automation feature.

Wrike, the versatile project management platform, enables users to create an automation rule that could help them prioritise tasks that are way more important to achieve more in less time.  Creating automation doesn’t require IT expertise since it doesn’t require coding, and anyone is free to create and run rules in their Wrike account. Its structure is more like a “WHEN …, THEN …” structure.

If you want to use Wrike’s Automation, you must upgrade your plan if you’re currently on the Free or Basic tier.

Wrike’s Plans to Use Automation Feature:

Here are Wrike’s plans if you want to upgrade so you can use its automation feature:

Team: For Growing Teams ($9.80 user/ month) – Automation (50 actions/user/month)

Business: For all teams across an organisation ($24.80 user/ month) – Automation (200 actions/user/month)

Enterprise: For large teams – Automation (1000 actions/user/month)

Pinnacle: For teams with complex work needs – Automation (1,500 actions/user/month)

If you want to avail of Enterprise and Pinnacle tiers, contact us for discussions and more details.

How to use Wrike Automation?

How to use Wrike Automation

  1. Click your profile image in the upper-right corner of the workspace.
  2. Select Settings.
  3. Under Account Management, navigate to the Automation option.
  4. Click the + New rule.
  5. In the rule constructor that opens:

a. Select if the rule applies to tasks or projects and select their location.

b. Select and set up one of the available triggers.

c. (Optional) Add one or more conditions to your trigger.

d. Select and set up one or more of the available actions. You can add up to 10 actions to the rule.

To save time and effort, your team can use Wrike to execute several predefined actions on tasks and projects by setting up rules.

Let’s talk about Wrike’s Rules Contractors

For the automation rule to take effect, you must complete all four sections of the rule constructor.

The first section is the “Apply To.”

You can specify exactly what the rule should apply to here. You can choose whether to apply rules to a task or a project. Once you’ve decided on an option, you can choose up to ten sources, such as a project, folder, or space.

E.g., Apply to Project in Creative Team Project.

Apply To Section

The second section is the “Select trigger.”

In this section, you specify when the rule should be triggered. One trigger can be assigned to each automation rule.

Selection Trigger

After selecting the trigger section, you can choose available triggers on the right side.

Here are the available triggers:

Status changes
All direct subitem statuses change to
Status changes to
Status doesn’t change in

Custom field changes
New item created
The date in the field meets a condition
Item is at risk (AI-based)

After adding a trigger, you may also modify some additional settings.

E.g., If you select the Status doesn’t change in the trigger, an additional option will appear where you need to add the number of days and the status of the task that needs to achieve.

WHEN the statuses of tasks from the “Creative Team” project don’t change to All Completed after two days, THEN @mention assignees and leave a comment.

Additional Option on Select Trigger

The third section is the Add condition.

The number of conditions that can be added to a rule is unlimited. The IF statement relies on completely optional setup conditions. In this section, Wrike will examine the tasks and projects the rule affects to see if the conditions are met.

Select Condition

The fourth section is the Select action.

In this section, you specify the actions to be taken upon the occurrence of the rule. From the available THEN statements, pick whichever ones correspond to the outcomes you desire.

Select Action Section Automation

E.g., WHEN the status of Jake’s tasks in Jake’s to-do project doesn’t change in 2 days, THEN reassign item to Allan, add a comment and mention it.

The following are the actions you can select:

New subitem within triggered item
Create subitem

New item
Create item

Status changes
Change status to

Add item to
Move item to

Add a comment or mention
Assign item to

Add a comment or mention
Assign item to

Final Thoughts

Wrike’s automation process is a powerful tool that can significantly streamline your team’s workflow and increase productivity. Automate your repetitive task with Wrike and maximize your team’s potential.

Do you want to learn more about Wrike’s automation features and how to set up automation rules to streamline processes, reduce wasted time, and increase output? If you need help with these or any other features in Wrike, please don’t hesitate to contact us.

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