wrike client manualgato-docs.its.txstate.edu/jcr:aee75196-2f57-4573... · if we’re not able to...
TRANSCRIPT
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TableofContents
Introduction.........................................................................................................................................3HelpfulHints....................................................................................................................................3
GettingStartedinWrike.......................................................................................................................4LoggingintoWrike..........................................................................................................................4RequestForms.................................................................................................................................4
Whathappensnext?............................................................................................................................6PhotoRequests...............................................................................................................................6Projects............................................................................................................................................6Consultations...................................................................................................................................6PublicationReviews........................................................................................................................7
UsingEmailwithWrike........................................................................................................................8EmailNotificationSettings..............................................................................................................8RespondviaEmail...........................................................................................................................9
BasicNavigation.................................................................................................................................10InboxView.....................................................................................................................................10ProjectView..................................................................................................................................11The@mentionFeature.................................................................................................................14Tasks..............................................................................................................................................17
Process–RequesttoDelivery.............................................................................................................19ProjectSetup.................................................................................................................................19Timeline.........................................................................................................................................20ClientReviewandtheProofingTool.............................................................................................21Estimate........................................................................................................................................26Delivery.........................................................................................................................................26Archive..........................................................................................................................................26
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Introduction
ThismanualaimstobeacomprehensiveguidetousingWrikeasaUniversityMarketingclient.We'llcovertopicssuchasbasicnavigation,understandingwhat’sneededfromyouandcommunicatingwithUniversityMarketing.
HelpfulHints
Throughoutthisguide,you'llfindanumberofhandypiecesofinformationthatcanmakeusingWrikeeasier,moreinterestingandlesshazardous.Here'swhattolookfor:
��TipshelpyougetmorefromWrike.ThesearetipsandtricksthatwillhelpyoubeaWrikewizard!
@@Notesarehandypiecesofinformation.ThesearefortheextratidbitsthataresometimesnecessarytounderstandWrike.
qqWarningshelpyounotblowthingsup.ThesearethetipsthatwillhelpyouavoidWrike-relatedcrimes.
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GettingStartedinWrike
LoggingintoWrikeandsubmittingarequestisthefirststep.Inthissection,you'lllearnabouttheWrikeloginprocessandtheavailableRequestforms.
LoggingintoWrike
StartbyclickingonthelinkonUniversityMarketing’swebsite(umarketing.txstate.edu/contact/wrike).Thereisnoneedtosetupanaccountorbeinvited—everyonewithaTexasStateNetIDalreadyhasaWrikeaccount.Youaresimplyactivatingit.
RequestForms
Onceyou’veloggedintoWrike,you’llneedtosubmitarequestformtostartworkingwithus.Clickonthelargegreencirclewithaplussign,thenclick“Request”togettothelistofforms.
��WealsohaveauniqueURLforWrike.Usethistologin,saveitasabookmarkandgetintoWrikequickly!wrike.com/sso/txstate
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RequestFormOptions
UniversityMarketinghasseveralformsusedforvarioustypesofrequests.Someofthesewillbefamiliarifyou’veworkedwithusbefore.Someareneworupdated.
• ConsultationRequest:Ashortformtolearnmoreaboutourservicesorexploreastrategic
consultation.
• CreativeServicesRequest:Torequestmostprintanddigitalprojectsfrommarketing,you’lluse
thisform.
• PhotoArchiveRequest:Needaphotothatourphotographershavetaken?Usethisform.
• PhotoServicesRequest:Ifyouwantoneofourphotographerstotakephotosforyou,thisisthe
formtouse.(HeadshotsarescheduledthroughTRACS:seeumarketing.com/capabilities/photo)
• PublicationReviewRequest:UsethisformtorequestthatMarketingreviewapublicationthat
you’veproducedwithinyourdepartment.
• SocialMediaPostRequest:Torequestthatwefeatureaneventorothercontentonthemain
universitysocialmediachannels,usethisform.
��Stillunsurewhichformtouse?Theconsultationformistheshortest,soit’sthebestonetouseifyourrequestdoesn’tfallintoanyofthecategories.
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Whathappensnext?
Dependingontheformyou’vefilledoutandtheprojectyou’verequested,yournextstepswillvary.
PhotoRequests
IfyoufilledoutaPhotoServicesRequestoraPhotoArchiveRequest,ataskissetupinWrikeandassignedtoourphotographers.Oneofthemwillbeintouchthroughan@mentioncommenttoscheduleyourshootortofollowup.You’llgetanemailnotificationwhentheydothis.
Projects
Requestformsarereviewedandrespondedtoweekly.Inmostcases,youwillbenotifiedthatyourprojecthasbeensetup.ReadthroughtheNavigationchapterofthismanualtolearnmoreabouthowtogetaroundtheproject.Ifwe’renotabletofityourprojectintoourcurrentworkload,we’llletyouknow.Ourrequestmanagementprocessincludesseveralstatuschanges.Youmaygetemailnotificationslettingyouknowwe’veassignedyourprojectoraddedsomeinternalcomments.Ifwearecommentingtoyoudirectly,wewillusethe@mentionfeature.
Consultations
Consultationrequestsvary.Youmaybecontactedtosetupameetingorgatheradditionalinformation,orprojectsmaybesetuprightaway.MeetingswillbescheduledviaOutlookandanyfollow-upmessageswillhappeninWrike.
��What’sthe@mentionfeature?It’sawaytotalktosomeonedirectlyinWrike.We’llcoveritintheNavigationchapterofthismanual.
@@RequestsarereviewedonFridays.IfyousubmitarequestlateonaFridayyoumaynothearbackforafullweek.
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PublicationReviews
Publicationreviewsareconverteddirectlyintoaproject.Areviewwillbesetupandyou’llreceivefeedbackfrombothoureditorandcreativedirector.Althoughyoumaygetemailnotificationsorseethatwehaveleftcomments,pleasewaituntilsomeonemessagesyouusingthe@mentionfeaturetoconsideryourprojectcompleted.
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UsingEmailwithWrike
EmailNotificationSettings
OnceyoustartusingWrike,you’llseethatyougetalotofemailnotifications.It’shelpfultoturnsomeoftheseoff.Togettoyouremailnotificationsettings,clickonyournameinthetoprightcornerofyourWrikescreen,thenclickon“Viewprofile”inthedropdownmenuthatappears,andinthenextscreenclick“Emailaddresses”ontheleft-handside.
Werecommendthatyouleavetheoption“Someone@mentionsmeorassignsmeatask”checked.Thisensuresthatyou’llgetnotificationswhenpeopledirectlymessageyouorassignyouwork.Allothernotificationsareoptional.You’rebetteroffturningthemofftoavoidthenoise.
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RespondviaEmail
Inmanyprojectmanagementtools,youcanrespondtoanemailanditwillautomaticallyupdatetheprojectforyou,withoutyouhavingtologin.Wrikecandothis,too!Itjusttakesanextrasteptosetup,becauseofTexasStatesecuritymeasures.Wearerequiredtousethe“SingleSignOn”methodtologintoWrike.Thismeansyou’reusingthesameNetIDandpasswordthatyoudoformostotherTexasStateprograms.Ifyou’reusinganaliasemail(wherethenameinfrontof“@txstate.edu”isnotyourNetID),the“respondtoataskviaemail”featurewillnotwork.Ifyou’dliketobeabletorespondviaemailandhaveitupdatetheprojectforyou,[email protected],includingbothyourNetIDemailaddressandyouraliasemailaddressinthebodytext.Wewillmanagethebehind-the-scenessettingsinWrike.Afterthis,you’llstilluseyourNetIDtologin,butifyoureplytoanemailnotificationwithyouraliasemail,itwillupdatetheproject.
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BasicNavigation
YouwillencountertwomainviewsinWrike:theinboxviewandtheprojectview.Theinboxviewiswhereyou’llsee@mentionsandproofreviewsfromtheUniversityMarketingteam.Theprojectviewiswhereyou’llseeallthedetailsofyourproject.NavigatingbetweenthemiswheremostWrikeconfusionhappens,sowe’llwalkyouthroughandpointoutthelandmarks.
InboxView
TheWrikeinboxviewlookslikethis:alistofmessagesdirectedtoyouintheleft-handpanel,andtheselectedmessageplusdescriptionandcommentsectionsintheright-handpanel.
Whenyouclickonadifferentmessageinyourinbox,it’llappear(withtherestofitsrelatedcommentsection)intheright-handpane.Thelistofmessagesinyourinboxstayswhereitisintheleft-handpane.Inboxviewletsyoukeeptrackofthemessagesthatarecomingdirectlytoyou,andifyouclickintoWrikefromanemail,itwilltakeyoutoyourinboxbydefault.Sometimes,though,you’llwanttolookatthebiggerpicture,whichiswheretheprojectviewcomesinhandy.
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ProjectView
Projectviewissetupthesamewayasinboxview—withleftandrightpanes—butthebigdifferenceisthelevelofdetailintheleft-handpane.Itshowsallthetasksandsubtasksthatmakeupyourproject:Thisiswhereyoucanseeimportantinfosuchasduedates,taskstatusesandproofs.It’salsowheremembersoftheUniversityMarketingteamrecordtheirprogress,makenotesandaskquestionstoclarifytheproject.
So,howdoyougettoprojectviewfromyourinbox?
��What’sthedifferencebetweenaprojectandatask?Aprojectisthebigpicture—producingaposter,forexample.Tasksarethesmalleractivitiesthatneedtohappento
completetheproject:takingphotos,writingthecopy,designinghowit’llalllook,sendingittotheprinter,etc.
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Here’syourinboxviewagain.You’relookingatacommentaboutphotography,butyouwanttocheckonthewholeprojecttoremindyourselfwhat’sinvolved.Togettoprojectview,clickontheprojectname,whichisinsmallishlettersattheuppercorneroftheright-handpane(here,theprojectnameis“17-000UMKMarketingProject”):
YoucanalsoclickdirectlyintoanyofyourprojectsfromthesidebaronthefarleftofyourWrikescreen:
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qqWait,wheredidtheright-handpanego?!Sometimesyoumightendupwithascreenlikethis:
Clickonthesmallclipboardiconattheuppercornertogetbacktothetwo-paneprojectview.
��Ifyou’relostandcan’tseethelistoftasks,lookfortheprojectname.FinditonthefarleftsidebarofyourWrikescreenornearthetopoftheright-handpane.Clickeitherofthoseandyou’llbeabletoseethetasksthatmakeupyourproject.
Stillhavingtrouble—can’tfindtheprojectinyourleft-handsidebar?It’sprobablyinafolder.YouhaveaWrikeclientfolder,setupbyUniversityMarketing,whereyourprojectslive.Itisalwaysintheleft-handsidebar.Thisfolder’snamewillbeathree-lettercodefollowedbyyourdepartment’sname.Thecodeisanabbreviationofyourdepartment.Here,that’s“EXP-ExampleClient.”Clickthesmallarrowsymboltoexpandyourclientfolder,andlookforyourprojectname.
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The@mentionFeature
The@mentionfeatureisawaytocommunicatedirectlyinWrike.Bytaggingaperson’snamewiththe“@”symbol,yousendthemanotificationthatappearsintheiremailandtheirWrikeinbox.Withoutusingthe“@,”theymaymissyourcomment—sopleasealwaysusean@mentionwhenyouneedtogetourattention!(Bytheway,whenwe’retalkinginpersonorbyphone,describingthisfeaturewillsoundlike“at-mention”).
To@mentionsomeone,typeinthecommentsectionofataskorproject.Makesuretoput“@”rightbeforethename,withnospace.Asyoutypetheperson’sname,alistofpossiblematchespopsup—clicktheonethatyouwant.
@@Use@mentionstocheckinwithUniversityMarketingstaff,[email protected]’llaskyouformoreinformationorletyouknowaboutprojectupdates.
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Here’[email protected]“OpenupdateinWrike”buttonwilltakeyoutotheinboxviewofthetaskwherethecommentis.
AndthisiswhatanotificationlookslikeinyourWrikeinbox:
FromtheWrikeinbox,clickanywhereonthemessagetoseetheinboxviewofthetaskorprojectthat’sassociatedwithit.
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Youcankeepthesemessagesinyourinboxashelpfulshortcutsorreminderstoworkonatask.Werecommendthatwhenyouhavecompletedtheworkrelatedtoanincomingcomment,youarchiveit.Todothat,hoveroverthecommentinyourinboxandalittleiconwillappearattheupperright—clickthattomovethecommenttoyourWrikearchive.Youcanalwaysfindarchivedmessageslaterifyouneedthembyclickingonthe“Archive”linkatthetopofyourWrikeinbox(thenclickbackto“Incoming”toseenewmessagesagain).Similarly,youcanmoveanarchivedmessagebacktoyourinboxbyhoveringoveritandclickingthe“Unarchive”icon.
Pleasewriteanycommentsinthetaskthattheyrelateto(clickonthetasknameintheprojectview’sleft-handpane—“Photography,”“Writing,”etc.—andusethecommentsectionthatappearsintheright-handpane).Ifyouaren’tsurewhereacommentbelongs,writeitintheProjectSetuptask:
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Tasks
Taskscontainlotsofinformation.Here,we’llcoverthevariouswaysofviewingthatinfo.
§ Taskassignments.TheUniversityMarketingprojectmanagerassignstaskstoourteam
members.InWrike,iconswithprofilephotosorinitialsshowwhoisworkingoneachtask;hover
overanicontoseetheperson’sname.Checktheseassignmentstoseewhoyouneedto
@mentioninanyrelevantcomments(“ClientReview”taskswillshowwhoyourproject’s
designeris—akeypersonforyoutoknow).
§ Taskstatuses.Eachtaskcanbemarkedwithastatus:NotStarted,InProgress,EditsNeeded,
Completed,andsoon.Thisletsusassessthestateofawholeprojectataglance.
§ Viewingbystatus.Wrike’sdefaultviewis“Allactive”—allthetasksthatarenotcompleted
appearintheleft-handprojectviewpane.Onceatask’sstatushasbeenchangedto
“Completed,”it’llbehiddenfromthisview.Thismeansthatasmoreofyourprojectgets
finished,itmightlooklikepartsaremissing.Butthosetasksarenotgone!Toseethem,hover
over“Allactive”andclickthelittle“X,”whichwillturnitinto“STATUS:Any.”
qqIfyouthinkthatataskhasdisappeared,checkthestatusview.Makesurethatit’ssetto“STATUS:Any”andthe“disappeared”completedtasksshouldbecomevisibleagain.
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§ Sortingbydate.Ifthetasksinyourprojectlookallmixedup,they’reprobablysortedinanon-
intuitiveway.Clickthesortmenunearthetopoftheleft-handpaneandchangethesortto
“Date”toseetasksinchronologicalorder.
§ Expandingtasks.Sometasksarecomposedofsubtasks.Ifataskhasasmallright-pointing
arrow,clickittoexpanditssubtasks:
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Process–RequesttoDelivery
Here’sabreakdownofwhattoexpectthroughoutthelifeofyourproject.
ProjectSetup
ProjectsetupisgettingyourprojectintoWrike,assigningthetaskstoUniversityMarketingteammembers,schedulingtheproject’sdeadlinesandcollectinganynecessaryinfofromyou.Straightforwardprojectsmaygetsetuprightaway.Otherprojectsthatneedmorediscussionmayinvolveakickoffmeeting(youmayseethisabbreviated“KOM”)betweenyou,keymembersofyourteamandkeymembersofUniversityMarketing.We’llincludeyouroriginalprojectrequestforminthe“ProjectSetup”task,sothateveryoneinvolvedintheprojectisonthesamepageaboutyourneeds.Therewillalsobeasubtaskforincludingnotesfromthekickoffmeeting.Wemayaskyoutoattachfiles(Worddocuments,PDFs,photos)forustouseasreference.Theseshouldgointhe“ClientContentSubmission”subtaskifthereisone.(Ifthere’snosuchtask,pleaseattachyourcontentinthe“ProjectSetup”taskinstead.)Toattachafile,clickintothetaskandclick“Attachfiles”intheright-handpane.
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Timeline
Keeptrackofyourproject’sdeadlinesbylookingatthedatesassignedtoeachtask:
Mostofthesearedeadlinesthatyoucanexpectustomeet—buttherewillalsobedeadlinesforyoutomeetinthe“ClientReview”task.Thedateona“ProoftoClient”taskiswhenUniversityMarketingwillsendyouaprooftoreview.Thedateona“ProofDuetoUMarketing”taskiswhenweneedyourfeedbackonthatproof.Sendingyourfeedbackbythedeadlinekeepstheprojectmovingonschedule.Ifyoucannotmeetyourdeadline,sendusan@mention.
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ClientReviewandtheProofingTool
Wrikehasabuilt-intoolforaddingcommentstoaPDF.(Forpurelytext-basedprojects,wewillattachWorddocumentsanduseWord’sreviewfunctions.)Thisishowwe’llgetyourfeedbackonourdrafts.Whenwe’vegotadocumentreadyforyoutoreview,you’llgetaWrikeinboxnotification.Clickonthedocumenttostartreviewingit.
Youwillarriveintheproofingtool,whichlookslikethis:
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Atthebottomofthescreen,you’llseeasetofsymbolsinarow.Thesearetoolsformarkinguptheproof.
Inorderfromlefttoright,theseare:
§ Texthighlighttool.Allowsyoutohighlighttextintheproof.
§ Dotmarker.Placesadotatthepointwhereyouclick.
§ Arrowmarker.Placesanarrowatthepointwhereyouclick.
§ Areahighlighttool.Drawsaboxwhenyouclickanddrag.
§ Freedrawingtool.Drawfree-formlinesontheproof.
§ Colorselector.Usethistopickwhichcoloryou’llcommentwith.
Afteryou’vemadesomekindofmarkontheproof,acommentboxwillappearontheright-handsideofyourWrikescreen—typeyourcommentsorquestionshere.Alwayshitthe“Enter”keytosendacommentthatyou’vetypedin—ifyoudon’tdothis,thecommentwillnotactuallypost.
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Needtoeditordeleteacommentthatyou’vemade?Hoveroverthecomment,clickthe“…”thatappears,andthenclick“Edit”or“Delete.”
Whenyou’redonereviewingthedocument,youneedtoletUniversityMarketingknow.Nearthebottomofthescreen,justabovethemarkuptools,aretwobuttons:“Approve”and“Changesrequired.”Clicktheappropriatebuttondependingonwhetheryouapprovethedocumentas-isorneedustomakechangestoit.
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ToexittheproofingtoolandgetbacktotherestofWrike,clickonthe“X”nearthetoprightcornerofthescreen:
DownloadingaDocument
Attacheddocumentsarealwaysanchoredinthemiddleoftheright-handpaneofaprojectview.You’llalsoseethemappearinthecommentssection(thelowerhalfoftheright-handpane)atthetimethattheygetattached,butasmorecommentsareadded,thefilesmaymoveoutofview.That’swhythe“filebar”inthemiddleishelpful.Youcanuseeitheroftheseplacestodownloadafile.
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Todownloadfromthefilebarinthemiddleofthepane,hoverovertheimageofthefile.
Acheckboxwillappearjusttotheleftofthefile.Clickit,andmoreoptionswillappear.Clickon“download.”
Theotherwaytodownloadadocumentisfromthecommentsection.Hoverovertheimageofthefile,andmoreoptionswillappearinanoverlay.Clickthesmalldownward-arrowiconontheleftsideoftheoverlaytodownloadthefile:
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Estimate
Ifyourprojectinvolvesaprintingcost,the“Estimate”taskanditssubtaskswillcontainthatinfo.Inthe“EstimateforApproval”subtask,you’llseeanoteincludingtheprojectcostandthefunditneedstocomeoutof.TherewillalsobeanattachedPDFoftheestimate.We’ll@mentionyouheresothatyoucanapproveallofthisinfo.Weneedyourapprovalbythedateshowninthesubtask.Toapproveit,writeacomment@mentioningthepersonwhopostedthePDFestimate(you’llbeabletoseetheirname.)The“POProcess”subtaskwillcontainthepurchaseorderforyourproject.Hereyou’llbeabletoseesupplierandbillinginfo.
Delivery
The“Delivery”taskshowsthefinaldeadline,whenwe’llgiveyouyourfinishedproduct.Pleasecheckthisdatewhentheprojectgetssetupand@mentionusifit’snotwhatyouneed.Thisdatewillgetupdatedifthereareanydelaysintheproject.Deliverycanmeandifferentthingsdependingonwhatkindofprojectyouhave:deliveringphysicalcopiesofprintmaterials,attachingaWorddocumentofsuggestedmessagesformarketingyourdepartment,goingliveonawebsiteredesignorsendingyoualivelinktoavideofeature.Inthistask,eitherthedesignerortheprojectspecialistwilladdfiles(ifyourprojectisdigital)orconfirmdelivery(ifyourprojectisphysical).Congratulations,yourprojectisdone!
Archive
WearchiveUniversityMarketingprojectsevery30days.Ifyounolongerhaveaccesstoaproductthatwecreatedforyou,[email protected];includetheprojectnameandnumberifyouhaveit.(ProjectnumbersarefivenumbersintheformXX-XXXfollowedbyathree-lettercode.)