Wrike - ArchivesSpace Integration and Automation

Common Integration Use Cases Between Wrike and ArchivesSpace

1. Archive project deliverables from completed work in Wrike to ArchivesSpace

Direction: Wrike ? ArchivesSpace

When a marketing campaign, creative project, or client engagement is completed in Wrike, final approved assets, project briefs, reports, and supporting documentation can be transferred into ArchivesSpace for long-term preservation and controlled access. This helps organizations retain a complete record of deliverables, approvals, and project history without relying on active workspaces.

• Automatically archive final versions of files and metadata when a Wrike project is marked complete
• Preserve project context such as owner, dates, client, and approval status
• Reduce manual filing and improve compliance with retention policies

2. Create Wrike tasks from archival processing or digitization requests

Direction: ArchivesSpace ? Wrike

Archives teams can use ArchivesSpace records to trigger work in Wrike for digitization, metadata cleanup, rights review, or preservation tasks. For example, when a collection requires processing or a new accession needs review, a Wrike task or project can be created automatically for the responsible team.

• Convert archival intake or processing needs into trackable Wrike tasks
• Assign work to archivists, digitization staff, or external vendors
• Track deadlines, dependencies, and approvals in Wrike

3. Link approved creative assets to archival records for governance and reuse

Direction: Bi-directional

Organizations that produce branded content, institutional communications, or public-facing materials can connect Wrike approvals with ArchivesSpace records to maintain a governed record of final assets. Once an asset is approved in Wrike, the final version and related metadata can be stored in ArchivesSpace, while the archival record can be referenced back in Wrike for future reuse or audit purposes.

• Store final approved versions alongside descriptive archival metadata
• Maintain traceability between active work and preserved records
• Support reuse of historical assets for campaigns, exhibits, or publications

4. Track archival exhibit or content development projects in Wrike using ArchivesSpace source records

Direction: ArchivesSpace ? Wrike

When teams build exhibits, publications, educational content, or digital collections, ArchivesSpace can provide the source records, item descriptions, and collection references that feed into Wrike project plans. This gives project managers and content teams a structured way to organize work around archival materials.

• Use archival collection data to create project tasks and milestones in Wrike
• Assign research, content drafting, design, and review work based on source materials
• Improve coordination between archivists, curators, designers, and communications teams

5. Route archival review and approval workflows through Wrike

Direction: ArchivesSpace ? Wrike

For records that require legal, privacy, donor, or rights review before public release, ArchivesSpace can initiate a Wrike workflow for approvals. This is useful when archival materials need sign-off from multiple stakeholders before they are published, digitized, or shared externally.

• Trigger review tasks when a record is flagged for restricted or public use
• Assign approvals to legal, compliance, or subject matter reviewers
• Capture decision history and status updates in a centralized workflow

6. Synchronize retention and disposition milestones with project execution

Direction: Bi-directional

Wrike can manage operational work related to retention, disposition, or records cleanup, while ArchivesSpace maintains the authoritative archival record. Integration allows teams to track when a project reaches a retention milestone and then update the archival record accordingly, ensuring that operational actions and preservation records stay aligned.

• Notify records teams in Wrike when archival retention dates are reached
• Update ArchivesSpace when disposition, transfer, or preservation actions are completed
• Improve auditability across records management and project execution

7. Support collection processing and metadata remediation projects

Direction: ArchivesSpace ? Wrike

ArchivesSpace can identify collections or records that need metadata enhancement, description cleanup, or reclassification. Those needs can be converted into Wrike work items so teams can plan, prioritize, and monitor remediation efforts across multiple collections.

• Create Wrike tasks from records requiring metadata updates
• Group work by collection, priority, or processing status
• Provide managers with visibility into backlog, throughput, and completion rates

8. Maintain a single operational view for archival and project stakeholders

Direction: Bi-directional

By connecting ArchivesSpace with Wrike, organizations can give project teams visibility into archival status while giving archivists visibility into active work affecting collections. This is especially valuable for museums, universities, libraries, and cultural institutions managing exhibits, digitization, outreach, and preservation work at the same time.

• Show archival record status inside Wrike project dashboards
• Expose project progress or completion status back in ArchivesSpace
• Reduce email-based coordination and improve cross-team accountability