Managing portfolios

In this section, you will learn how to manage your portfolios:

• Creating a portfolio
• Updating a portfolio's status
• Adding a metric
• Setting up a hierarchy
• Adding links for a portfolio
• Editing multiple projects in a portfolio
• Deleting a portfolio

Creating a portfolio

To create a project portfolio:

1. Go to any page that a portfolio can be created from:

   • In the left-hand panel, select  Projects and click Create → Portfolio.
   • In the list of portfolios and projects of the Structure tab, click Create portfolio under the list.
   • In the list of portfolios and projects of the List tab, click Create portfolio under the list.

2. Enter a name for the portfolio, set its end date, and click Create.

3. In the Description tab, add the following information:

   • Portfolio description: What you are working on and what goals you want to achieve.

   •  File: Add the portfolio files.

   •  Metric: If you have a DataLens chart that tracks key portfolio metrics, embed it on the portfolio page. For more information about adding a metric, see this guide.

   •  Link to project: Add a link to some project.

   •  Checklist: Specify the portfolio milestones or goals.

   • Specify the portfolio parameters in the right panel.

     Description of portfolio parameters

     • Status: Specify the current stage of the portfolio.
     • Start date and Deadline.
     • Lead, Customers, Followers, and Participants: Start typing the name or login of the employee and select a relevant option from the list.
     • Included in the portfolio: Specify the parent portfolio.
     • Tags: Add or select the tags that would make it easier to find the portfolio.

Updating a portfolio's status

We recommend keeping the portfolio status up to date and regularly adding comments on the work progress.

Changing the status

To update the status, edit the Status field value in the right-hand panel.

Adding a comment

1. On the portfolio page, open the Updates tab.

2. Write your comment in the editing area.

   In the comments section, you can use text markup and attach images and files.

3. To change the goal status when submitting a comment, select a new status above the editing area.

4. To invite other users to discuss a portfolio:

   1. In the bottom part of the comment entry field, click  Invite.

   2. Enter the login or name of the user you want to invite to the comments. To add another user, click  Invite again.

   You can set up notifications for summons in comments. For more information, see Setting up subscriptions.

5. Click Submit.

To change the order of comments, click  New comments first or  Old comments first at the top right of the editing area.

Replying to comments

1. Hover over the comment and click Reply. The comment you are replying to will be quoted in the response.

   To quote just a part of a comment in your reply, select the text and click  Reply. Only the text you've selected will be quoted.

2. Enter your response in the comment box.

3. Click Send.

If a comment includes a quote, you can jump to the original comment by clicking  Reply. To do this, click the quoted text.

You can set up notifications about replies to your comments. For more information, see Setting up subscriptions.

Adding a final comment on projects

Within a portfolio, you can create an automated comment that collects updates from all nested portfolios and projects.

1. Go to Updates and click  Portfolio summary above the editing area.

   As a result, a new comment with a list of nested projects and portfolios will appear in the editing area. For each project and portfolio, it will show its status, date, and most recent comment.

   The final comment on the portfolio won't include:

   • Comments added more than a month ago.
   • Responses to the previous comments in the nested projects and portfolios.

2. Edit the final comment if needed.

   In the comments section, you can use text markup and attach images and files.

3. Click Submit.

Adding a metric

You can embed metrics (Yandex Tracker widgets) on the portfolio page. They will appear on the About the portfolio tab under Metrics.

To add a metric:

1. Select a widget on the dashboard and click →  Copy link for iframe in the top right corner.

2. Open the entity page and click  Metric.

3. Enter the metric name. This name will appear in the widget header.

4. Below, paste the link to the widget.

5. Click Add.

You can edit or delete added metrics. To do this, click in the top right corner of the metric and select an action from the menu.

Setting up a hierarchy

You can add a project or portfolio to several other portfolios and manage it as you would any other. When a project involves several teams, it will appear in the portfolio tree and on the Gantt chart of each team.

Adding a nested portfolio or project

1. Go to the portfolio page.

2. In the top right corner, click Add and select Portfolio or Project:

   • To create a new project or portfolio:

     1. Select the New tab.
     2. Enter a name for the project or portfolio.
     3. In the Deadline field, specify the end date. The end of the current quarter is set as the end date by default. If you do not know the end date yet, click to reset the value.
     4. Tap Create.

     The current project becomes the main one for the new project or portfolio.

   • To add an existing project or portfolio:

     1. Select the Existing tab.
     2. Start typing the project or portfolio name and pick the option you need from the list that appears.

     If the existing project or portfolio already has the main portfolio, the current portfolio becomes an additional one.

Adding a parent portfolio

1. Go to the project or portfolio page and click the Included in the portfolio field in the right-hand panel.

2. Select Main or Additional as the portfolio type.

   You can add a project or portfolio to a single main portfolio and multiple additional portfolios, but no more than 40 portfolios in total, including the main one.

3. Start typing the portfolio name and pick the option you need from the list that appears.

4. Click Save.

Adding links for a portfolio

You can link a portfolio to other projects or portfolios to group them based on a common topic or define their hierarchy.

You can find a list of linked projects and portfolios on the About portfolio tab under the portfolio description.

Creating a link

To create a link to another project or portfolio:

1. Go to the About portfolio tab and click  Add link .

2. Choose the appropriate link type:

   • Depends on: Start of work on the current portfolio depends on the completion of another project or portfolio.
   • Blocks: Execution of this portfolio blocks the start of work on another project or portfolio.

3. Choose a project or portfolio to create a link to:

   • New: When you want to create a new project or portfolio. Select the type for a portfolio or the type for a project. Enter the name, set the deadline, and click Create.
   • Existing: If a project or portfolio already exists. Start typing the project or portfolio name and pick the option you need from the list that appears.

The link will appear in the list of linked projects and portfolios.

Changing the link type

To change a portfolio's link type:

1. Open the portfolio page.
2. Go to the About portfolio tab.
3. In the Depends on or Blocks list under the portfolio description, select the link whose type you want to change.
4. Next to the link, click → Change link type and choose a new type.

Removing a link

To remove a link:

1. Open the portfolio page.
2. Go to the About portfolio tab.
3. In the Depends on or Blocks list under the portfolio description, select the link you want to remove.
4. Next to the link, click → Remove link.

Bulk editing projects in a portfolio

To bulk edit multiple projects in a portfolio:

1. In the left-hand panel, select  Projects and open the portfolio you need:

2. In the selected portfolio, go to the Projects tab.

3. Set next to the box next to the portfolios and projects you want to edit.

   If you want to select all the listed portfolios and projects at once, set above the list.

4. Under the list of portfolios and projects, select the operation you need:

   • Change status: Select a status from the list.
   • Assign a lead: Enter a username or name in the search bar and select the lead.
   • Move to portfolio: In the window that opens, select an existing portfolio or create a new one using the relevant tab. If one or several of the selected projects and portfolios already belong to another portfolio, this operation will remove them from the current portfolio and place in the new one.
   • → Edit parameters: In the window that opens, edit the parameters and click Apply. If the fields you need are not in the list, click Edit parameter list to add them.
   • → Delete: Delete the selected projects and portfolios.

5. After the operation is complete, you will be notified of the number of portfolios and projects you successfully edited in the bottom right corner.

Deleting a portfolio

To delete a portfolio:

1. In the left panel, select  Projects or follow the direct link and open the portfolio page.

2. In the top right corner of the page, click and select Delete portfolio.