Smartsheet - Wrike Integration and Automation

Common Integration Use Cases Between Smartsheet and Wrike

1. Portfolio Intake in Smartsheet, Execution in Wrike

Use Smartsheet as the enterprise intake and prioritization layer for new project requests, then automatically create approved delivery projects in Wrike.

• Flow: Smartsheet to Wrike
• How it works: Business teams submit project requests in Smartsheet forms. Once a request is approved, key fields such as scope, owner, due date, budget, and priority are pushed into Wrike to create a project with tasks and assignees.
• Business value: Standardizes demand management, reduces manual project setup, and gives leadership a single view of all incoming work before execution begins.

2. Status Rollup from Wrike to Smartsheet for Executive Reporting

Use Wrike as the delivery system of record and sync milestone, task, and project status back to Smartsheet for portfolio dashboards and executive reporting.

• Flow: Wrike to Smartsheet
• How it works: Project progress, percent complete, risks, blockers, and milestone dates are updated in Smartsheet on a scheduled or event driven basis.
• Business value: Gives PMO and leadership teams a consolidated portfolio view without requiring them to work directly in Wrike, improving visibility across multiple programs and departments.

3. Creative Asset Review and Approval Coordination

Coordinate creative production by using Smartsheet for campaign planning and Wrike for detailed review, proofing, and approval workflows.

• Flow: Bi-directional
• How it works: Campaign timelines, launch dates, and dependencies are managed in Smartsheet. Creative tasks, proofs, and approval statuses are managed in Wrike. Approval outcomes and final asset status are synced back to Smartsheet to keep the campaign plan current.
• Business value: Reduces missed handoffs between marketing operations and creative teams, shortens approval cycles, and improves launch readiness.

4. Resource and Capacity Planning Across Teams

Combine Smartsheet?s portfolio planning capabilities with Wrike?s resource management to improve staffing decisions across projects and departments.

• Flow: Bi-directional
• How it works: Planned work, target dates, and estimated effort are maintained in Smartsheet. Actual assignments, workload, and capacity data from Wrike are fed back to Smartsheet to identify overallocated teams and schedule conflicts.
• Business value: Helps PMOs and operations leaders balance demand against capacity, reduce resource bottlenecks, and make more accurate delivery commitments.

5. Cross Functional Project Handoffs Between Planning and Delivery Teams

Use Smartsheet for high level planning and Wrike for detailed execution when work moves between departments such as marketing, product, operations, and professional services.

• Flow: Smartsheet to Wrike, with status updates back to Smartsheet
• How it works: A master plan in Smartsheet tracks phases, dependencies, and target dates. When a phase is ready, a corresponding Wrike project or task set is created for the delivery team. Completion status and exceptions are returned to Smartsheet.
• Business value: Improves accountability at handoff points, keeps planning and execution aligned, and reduces the risk of work being lost between teams.

6. Automated Issue and Risk Escalation

Use Wrike task updates to trigger risk or issue records in Smartsheet for governance and escalation tracking.

• Flow: Wrike to Smartsheet
• How it works: When a task is marked blocked, overdue, or at risk in Wrike, an issue record is created or updated in a Smartsheet risk log with owner, severity, due date, and remediation actions.
• Business value: Creates a formal escalation process, improves governance, and ensures leadership sees delivery risks early enough to intervene.

7. Client or Stakeholder Reporting for Professional Services

Use Wrike for internal project delivery and Smartsheet for client facing or leadership reporting packs.

• Flow: Wrike to Smartsheet
• How it works: Time, task progress, milestone completion, and budget status from Wrike are synchronized into Smartsheet templates used for weekly client reports, steering committee updates, or portfolio summaries.
• Business value: Eliminates duplicate reporting effort, improves report consistency, and gives account teams a reliable source for status communications.

8. Launch Readiness Tracking with Centralized Milestones

Manage product or campaign launch readiness in Smartsheet while using Wrike for detailed workstreams owned by functional teams.

• Flow: Bi-directional
• How it works: Smartsheet tracks launch gates, go no go milestones, and executive checkpoints. Wrike manages the underlying tasks for content, design, QA, legal review, and enablement. Completion of workstream tasks updates launch readiness in Smartsheet.
• Business value: Provides a single launch control tower, improves coordination across functions, and reduces launch delays caused by incomplete dependencies.