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Working with the Portfolios List page

Note: This topics uses "Portfolios" as an example class type. Your organization can create as many classes as it needs, and name them accordingly.

The Portfolio List page (click the "Portfolios" navigation icon) is the launching point for portfolio activity, including creating, viewing, and editing portfolios.

This topic covers the following:

See Creating Portfolios for instructions about creating a portfolio.

Anatomy of the Portfolio List page

This Portfolios List page displays a list of portfolios on the left-hand side (often referred to as the "grid"), and the Portfolio Info pane on the right-hand side that houses multiple tabs you can use to manage different aspects of a portfolio. When you select a portfolio in the Portfolios list, the relevant information for that portfolio for whatever tab is active is displayed in the Portfolio Info pane. You can expand/collapse the panes to display only the Portfolios list, or only the Info pane, by clicking any of the collapse tools (shown below). You can also use the splitter to resize the two panes. Any changes you make to the layout (resizing panes, for example) will be retained when you return to this page.

Below is a screenshot of the Portfolios List page. You can display the page as a List, Hierarchy, and Chart. Examples below.

portfolios_list.png

Customizing the List Contents by Category 

Note: Category droplist not visible if only one category is defined.

An entity list often displays entities (for example, projects, issues) from several categories. Since categories don't necessarily include the same fields, the list might include fields that are relevant for one entity but not for another. You can filter by category AND display a set of columns specific to the category by using the Category droplist at the top-left of the screen.

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Select a category and add, remove, and rearrange columns. Repeat for each category. The column configurations will persist for each category.

The All Categories selection mimics legacy behavior and shows entities from all categories in one list. Choose the category you are interested in working with, and the list will filter out entities of other category types and will display the list contents according to how you configured it.

Entity Info Quick View

You can quickly display important information about other entities related to a project without having to navigate away from the Projects lists. Click the snapshot_icon.png  icon next to the name of any entity (such as business unit, department - the resource icon looks like resource_quickview_icon.png) to display a snapshot for the selected entity. Click the entity name link to navigate to the Info screen of the entity.

quick_view_card.png

Editing

To edit grid values, select the row and make edits in the Details panel, click Save.

Newly Created or Edited Records

Note that you might find yourself in a situation where you have set up some filter criteria to populate the grid. Then you create a new record, or modify an existing record in such a way that it does not meet the current criteria (or might fall outside the scroll region). For example, your filter might specify "Status is Assigned," but the new entity you created has a status of "In Progress." Because we assume that you still might want to make additional edits, rather than immediately filter it out of the list, PPM Pro keeps the record in the list and labels it with a temporary "spectacles" flag spectacles.png. In addition, a this temporary indicator will also be placed in the ad hoc filter field to remind you that you might be displaying some records that don't meet the current criteria. Both of these flags, as well as any records that don't meet the current filter criteria, will be removed after refreshing the screen.

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Portfolio Views

Hierarchy View

When you view the portfolios in a hierarchy, the Expand/Collapse Actions menu options become active so you can manipulate the view.

hierarchy_view.png

 

Chart View

The chart view present a graphic representation of your portfolios and their relationship to each other. You can export this image by clicking the Export Chart button, as shown in the screenshot.

chart_view.png

Info Panel/Tab Icons

The Info panel displays one or more tabs where you can configure different aspects of a portfolio. The exact tabs you see depends on how your organization has configured portfolios, as well as the current user's permissions. The following is the list of all possible tabs and a short description of each:

Tab/Icon

Description

   

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Details

Most entities have Details tabs/pages (older style pages are called Basic Info). The Details page is where you enter general information about the entity. The fields that appear on Details depends how your organization has configured the page.

See Configuring Entity Details.

   

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Finances

The Finances page displays roll-up information of child components - projects and sub-portfolios. Also displayed is to-date information based on the roll-up date ranges (earliest start to latest target of all child projects or portfolios).

   

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Notes

The Notes tab lists all the notes that have been created in the currently selected portfolio. You can add notes to entities from the Notes tab (for projects, navigate to the Notes section).

See Adding Threaded Notes to an Entity.

   

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Attachments

The Attachments page for any entity lists the attachments for that entity. You can add document and hyperlink (URL) attachments for each entity. The maximum size for any single file attachment is 10MB.

See Attaching documents and URL links to entities.

   

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Team

The Team tab lists the users who have permissions on the specific instance of the entity. You can add/remove users, or change their permission profile. See About Profile-Based Permissions for more information.

   

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Asset

The Assets tab lists the assets that belong to the portfolio. A portfolio can have multiple asset tabs that represent different types of assets. Hover the cursor over the tab to see the name of the asset.

See Creating an Asset and Adding an Asset to a Portfolio.

   

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Associations

The Associations tab lists the entities linked to the current entity.

The following are supported associations:

   

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Reports

The Reports tab lists all the existing reports filtered for the current entity type.

   

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Dashboards

The Dashboards tab lists all the existing dashboards filtered for the current entity type.

   

 

The Actions menu

The Actions menu contains a set of common actions that you can perform on portfolios.

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The Actions menu is always displayed in toolbar. When you use the Actions menu from the toolbar, you must first select the portfolio you wish to act on, and then select Actions >your action. You can also right-click on any portfolio and display the Actions menu.

The Actions menu commands are described in the table below. Note that most operations are dependent on the user performing the action having the appropriate permissions. For example, users must have Create permission in order to make a copy of a portfolio. If the user does not have permission, the menu option will not be active. See About Profile-Based Permissions for more information.

Action Description

Open in New Tab

Opens the selected portfolio in a new tab for viewing or editing, depending on user profile permissions.

Copy

Makes a copy of the portfolio definition and opens it. By default the portfolio definition Title is prefixed with "Copy of:" You can make a copy of any portfolio visible to you.

Copy URL Copies the URL to the current portfolio.

Copy Rows to Clipboard

Copy the selected rows to the clipboard. (Shift-click or Ctrl-click to select multiple rows.)

Export to Excel Export a maximum of 5000 list rows to Microsoft Excel. If you export 5000+ rows, you will be notified that your export will be truncated and encouraged to run a report to accommodate the large number of rows. Reports can handle up to 50,000 rows. See Printing the Issues List

Delete

Deletes the selected portfolio. You must have the appropriate permissions to delete a portfolio.

Add Child

Creates a new portfolio as a child to the selected portfolio.

Add Sibling

Creates a new portfolio at the same level as the selected portfolio.

Expand All

Expands the hierarchy for the selected node.

Collapse All

Collapses the hierarchy for the selected node.

Bulk Add Team Member Use to add users, groups, or units to the teams of multiple portfolios to quickly provision portfolio permissions. See Bulk Sharing Permissions.
Bulk Remove Team Member Use to remover users, groups, or units from the teams of multiple portfolios. See Bulk Sharing Permissions.

View People with Permissions on this Entity

Displays the Permissions Explorer with the focus on the current portfolio. See Using the Permissions Explorer.

Impact Analysis

Invokes the Impact Analysis tool in a new window with the currently selected project as the focal point. See About Impact Analysis.

Customizing the Portfolio List page

Note: Your List page might show additional columns if a portfolio category has been configured to show user-defined fields in the List grid. See Assigning Fields to Portfolio Categories for more information.

You can determine the columns that appear in the Portfolios grid using the Configure Column Settings dialog. Click the Configure Columns gear icon to display the dialog.

configure_settings.png

To add/remove columns

Click the Configure Settings icon. To add columns to the grid, select them in the Available Fields pane and then click the right-arrow. To remove columns, select them in the right-hand panel and click the left-arrow.

Lock columns

You can select one or more columns to remain "locked" to the left of the screen in the non-scrolling region, preventing them from scrolling out of view. The Title field for an entity is locked by default. To lock an additional column, select the field and click the Lock button. To move a column into the scrolling section of the grid, select it and click the Unlock button (on appears once you select a locked column other than Title).

Move Columns

You can move columns to any position in the grid by simply dragging the column header in the grid. Or, you can change their position by clicking the Configure Settings icon and using the Move Up/Move Down buttons to reorder the columns.

Sorting

To sort a list, simply click on a header. An arrow pointing up indicates ascending sorting; down indicates descending. Alternatively, click your cursor in the header to display the sort menu and choose the sort order - ascending or descending.

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Filtering Portfolios

Use the "ad-hoc" filter just as you would on any on page. See Ad-Hoc Filters for more information.