Gmail - Wrike Integration and Automation

Common Integration Use Cases Between Gmail and Wrike

1. Convert Gmail Requests into Wrike Tasks

Direction: Gmail to Wrike

Teams can automatically create Wrike tasks when a customer, stakeholder, or internal team sends a request to a monitored Gmail inbox. This is useful for shared service desks, marketing intake, and project request management.

• Incoming emails with specific subjects, labels, or senders are turned into tasks in the correct Wrike project or folder.
• Email content can populate task descriptions, due dates, and assignees.
• Attachments from the email can be added to the task for review and execution.

Business value: Reduces manual intake work, prevents missed requests, and creates a consistent process for triaging work.

2. Send Wrike Task and Project Notifications to Gmail

Direction: Wrike to Gmail

Wrike can send automated email notifications through Gmail when tasks are assigned, deadlines change, approvals are needed, or project milestones are reached. This keeps stakeholders informed without requiring them to log into Wrike constantly.

• Task assignment and due date reminders are delivered to Gmail.
• Project status updates and milestone alerts are emailed to managers and clients.
• Escalation emails can be sent when work is overdue or blocked.

Business value: Improves visibility, speeds up response times, and supports teams that rely on email as their primary communication channel.

3. Route Approval Emails into Wrike Approval Workflows

Direction: Gmail to Wrike, bi-directional

Approval requests sent by email can be linked to Wrike proofing and approval workflows for creative assets, documents, and campaign deliverables. Approvers can receive the request in Gmail and their response can update the Wrike item automatically.

• Approval emails include a link to the Wrike proof or task.
• Approve, reject, or request changes actions are reflected in Wrike.
• Comments from email responses can be captured in the task history.

Business value: Shortens approval cycles, improves auditability, and keeps creative and compliance reviews centralized.

4. Distribute Project Reports and Status Summaries by Email

Direction: Wrike to Gmail

Wrike dashboards and reports can be scheduled and emailed through Gmail to executives, clients, and cross-functional teams. This is especially valuable for agencies and professional services teams that need regular status communication.

• Weekly project summaries are emailed to stakeholders.
• Resource utilization or budget reports are distributed automatically.
• Custom reports can be sent to different audiences based on project or department.

Business value: Saves time on manual reporting and ensures stakeholders receive timely, consistent updates.

5. Manage Client and Stakeholder Communication from Shared Gmail into Wrike

Direction: Gmail to Wrike

Shared Gmail inboxes used by account teams, creative teams, or PMOs can be connected to Wrike so that client emails become trackable work items. This helps teams avoid losing action items in long email threads.

• Client feedback emails are converted into tasks or subtasks.
• Each email thread can be linked to the relevant project or deliverable.
• Internal owners can be assigned directly from the email intake process.

Business value: Improves accountability, reduces inbox dependency, and ensures client commitments are captured in the work management system.

6. Trigger Deadline and Overdue Reminders from Wrike to Gmail

Direction: Wrike to Gmail

Wrike can send automated reminder emails through Gmail for upcoming deadlines, overdue tasks, and pending approvals. This is useful for distributed teams and external collaborators who may not check Wrike daily.

• Reminder emails are sent 24 or 48 hours before due dates.
• Escalation notices go to managers when tasks remain incomplete.
• External reviewers receive reminders for proofing or sign-off actions.

Business value: Reduces missed deadlines, improves follow-through, and supports proactive project management.

7. Capture Email Attachments and Deliverables into Wrike Projects

Direction: Gmail to Wrike

When teams receive files by email, such as creative drafts, contracts, or reports, the integration can automatically attach them to the relevant Wrike task or project. This keeps deliverables organized in context.

• Attachments from Gmail are stored with the associated task.
• Versioned deliverables can be routed to the correct workflow stage.
• Project teams can review files directly in Wrike instead of searching email threads.

Business value: Centralizes project assets, reduces version confusion, and improves collaboration across teams.

8. Escalate Wrike Workflow Exceptions Through Gmail

Direction: Wrike to Gmail

When a task is blocked, at risk, or requires intervention, Wrike can send an email alert through Gmail to the appropriate manager, approver, or support team. This is useful for time-sensitive work such as campaign launches, product releases, and client deliverables.

• Blocked tasks trigger immediate email alerts.
• Risk flags can notify leadership or account owners.
• Exception emails can include task context and recommended next steps.

Business value: Enables faster issue resolution and helps teams maintain delivery commitments.