The Project portfolio section includes 5 tabs:
Projects tab
In the Projects tab, you'll find a list 1 containing the names of all projects within the portfolio, along with their:
2 Status
3 Progress
4 Start date
5 End date
6 Owner
You can sort these fields in descending or ascending order 7 and you can also hover over the Progress field 8 to see more details on tasks’ progress.
By clicking on the three-dot icon next to a specific project 9, you can:
- Open the project (by clicking 'Go to project')
- Delete the project from the portfolio (by clicking 'Remove').
Gantt chart tab
The Gantt Chart tab in the Portfolio section compiles details similar to what you'd see in a Gantt chart view for each project. However, it does so for all projects in your portfolio at once. This means you get a combined view of project information from standard fields and task visualization for all the projects within the portfolio.
Within the Gantt chart tab, you can:
1 Enable Overdue tasks to highlight them.
2 Enable Critical Path to identify critical tasks.
3 Use the '+' sign at the top of the project grid to select or deselect displayed Standard and Custom fields.
4 Apply filters to focus on specific aspects.
5 Configure Zoom settings to adjust the timeline view.
6 Export the Gantt chart containing all portfolio projects (see how to export here).
Tip: Consider using standard fields to monitor actual costs versus budget across projects, and to track planned versus used time for each project.
Use Filters to locate specific tasks across your portfolio's projects. Filters prove useful when you want to look at tasks with specific priorities, statuses, date ranges, or assignees. Additionally, you can narrow down your view to only see milestones or overdue tasks.
You have the option to expand or collapse individual projects and summary tasks based on the level of detail you need. Simply click on the '+' to expand and '-' to collapse on the left of the project or summary task name 1.
Additionally, you can click on 'Expand all' or 'Collapse all' 2 to view a full list of tasks from all projects or to get just a general overview of all projects within the portfolio.
This tab is also useful if you work with several similar projects and need to copy and paste tasks across projects.
List tab
Use the List tab to access tasks from all projects within the portfolio. Apart from that, it is possible to:
1 Highlight Overdue tasks
2 Add and hide Standard and Custom fields
3 Apply Filters to see specific tasks
4 Export a task list
Workload tab
Use the Workload tab to control and manage the workload of the resources engaged in projects within the portfolio. Here, you can:
1 Select the display mode for the workload (hours, tasks, or percents).
2 Set custom date ranges for viewing workload data.
3 Apply Filters to see specific details.
4 Adjust Zoom level for better visualization.
5 Export workload data for further analysis or reporting purposes.
Dashboard tab
The Dashboard tab in the Project portfolio section gives you a quick overview of the current status of tasks, projects, and milestones in your portfolio.
There, you have 4 widgets.
1 Tasks by status
This pie chart displays the distribution of tasks based on their status, accompanied by key data on total, overdue, and unassigned tasks.
1 Projects by status
This pie chart illustrates the breakdown of the distribution of projects’ status, providing insight into the number of projects in each category and in total.
3 Milestones by status
Here, a pie chart visually represents the distribution of milestone statuses, offering an easy-to-understand overview of progress.
A table contains more detailed information about milestones, including their names, dates, and current status.
4 Milestones by date
There is also a possibility to see all the milestones from your portfolio on a visual timeline.