WrikeClientManualOfficeofUniversityMarketing//TexasStateUniversity

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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,pleaseemailumarketing@txstate.edu,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,andwatchforyourown@mentions.Thisishowwe’llaskyouformoreinformationorletyouknowaboutprojectupdates.

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Here’showanemailnotificationwilllookwhenyouget@mentioned.Clickingthe“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,pleaseemailumarketing@txstate.edu;includetheprojectnameandnumberifyouhaveit.(ProjectnumbersarefivenumbersintheformXX-XXXfollowedbyathree-lettercode.)