✔  Available on Starter, Deliver, Grow, and Scale subscriptions 1

What
View, edit, and delete Portfolio boards and their associated columns.
Why
  • Get a high level overview of multiple projects at once and quickly see how they're progressing.
  • Keep Portfolio boards up to date in line with current processes. Make changes when necessary and delete boards no longer required.
Who
  • Site admins (in the owner company) can manage Portfolio boards, columns, and triggers.
  • Standard users (in any company) with the profile permission:
    • Can this user manage the projects portfolio? (Allows users to create, manage, and delete Portfolio boards, columns, and triggers.)
When
You want to track projects through your Portfolio boards' custom workflows.

You need to ensure Portfolio boards and columns reflect most recent processes.
What
View, edit, and delete your Portfolio boards and their associated columns.
Why
  • Get a high level overview of multiple projects at once and quickly see how they're progressing.
  • Keep Portfolio boards up to date in line with current processes. Make changes when necessary and delete boards no longer required.
Who
  • Site admins (in the owner company) can manage Portfolio boards, columns, and triggers.
  • Standard users (in any company) with the profile permission:
    • Can this user manage the projects portfolio? (Allows users to create, manage, and delete Portfolio boards, columns, and triggers.)
When
You want to track projects through your Portfolio boards' custom workflows.

You need to ensure Portfolio boards and columns reflect most recent processes.

View a Portfolio board

View existing boards in the Portfolio area.

  1. Click ... More in Teamwork.com's main navigation menu.
  2. Select Planning from the pop-out menu. You might find Planning pinned to the main navigation menu.
  3. Go to the Portfolio tab.
    📝 Existing boards are displayed in a tile grid view. You'll see each board's name, description (if set), and the number of projects currently associated with the board.
  4. Click a board name to view the board and its columns.
     

Portfolio board filtering

Use filters to refine what you currently see on a board.

Filter
Outcome
Keyword
Show projects whose names match the search term.
Project status
Show projects based on their current status (all, active, current, late, upcoming, completed).
Company
Only show projects associated with certain companies.
Project owner
Only show projects with specific project owners or ones with no project owner.
Project health
Show projects based on their current health status.
Tags
Show projects based on their tags. By default, projects matching any of the selected tags are shown but you can choose to Match all tags and show projects with all of the selected tags. 
Custom fields
Show projects with specific custom field values applied.
Show / hide columns
Hide (temporarily) individual columns.
Options
Additional filters in the Options section:
  • Show starred projects only
  • Hide projects where I'm an observer
  • Show only projects where I'm a member
📝 These options vary depending on your user permissions.
Filter
Outcome
Keyword
Show projects whose names match the search term.
Project status
Show projects based on their current status (all, active, current, late, upcoming, completed).
Company
Only show projects associated with certain companies.
Project owner
Only show projects with specific project owners or ones with no project owner.
Project health
Show projects based on their current health status.
Tags
Show projects based on their tags. By default, projects matching any of the selected tags are shown but you can choose to Match all tags and show projects with all of the selected tags. 
Custom fields
Show projects with specific custom field values applied.
Show / hide columns
Hide (temporarily) individual columns.
Options
Additional filters in the Options section:
  • Show starred projects only
  • Hide projects where I'm an observer
  • Show only projects where I'm a member
📝 These options vary depending on your user permissions.

Edit Portfolio boards

Manage existing boards from the Portfolio area.

  1. Click ... More in Teamwork.com's main navigation menu.
  2. Select Planning from the pop-out menu. You might find Planning pinned to the main navigation menu.
  3. Go to the Portfolio tab.
  4. Hover over a Portfolio board tile and click the arrow in the tile's top right.

    Image Placeholder
     
  5. Select Edit.
  6. Update the board's details (name, color, description).
    💡 Accounts on Scale subscriptions can also edit a board's privacy setting. See the Edit Portfolio privacy section below!
  7. Click Update board.

Edit Portfolio board privacy

✔  Available on Scale subscriptions 2 Request a demo
✔  Available on Scale subscriptions 2


By default, all site admins and users with permission to view Portfolio boards have access to all Portfolio boards. You can restrict board access to a subset of those people.

Set privacy on an existing board

  1. Click ... More in Teamwork.com's main navigation menu.
  2. Select Planning from the pop-out menu. You might find Planning pinned to the main navigation menu.
  3. Click the Portfolio tab.
  4. Hover over a board tile, then click the arrow at the top of the tile.
  5. Select Edit from the dropdown.
  6. Select the People tab in the edit window.
  7. Check the box beside each individual user (or entire company) who should be able to see the board. You can do the same for teams in the Teams tab. 
    📝 You can only select people who already have permission to view Portfolio boards. Selecting a team or company automatically selects all of its members who have permission to view Portfolio boards.
  8. Click Update board.
Only the selected people can now see the Portfolio board.

Change a private board's privacy settings

  1. Click ... More in Teamwork.com's main navigation menu.
  2. Select Planning from the pop-out menu. You might find Planning pinned to the main navigation menu.
  3. Select the Portfolio tab.
  4. Click a private board tile to view the board. Private boards have a padlock icon on their tiles.
  5. Hover over the lock icon on the board name's right.
  6. Click Edit in the privacy dropdown.
  7. Remove people from the board's privacy:
    1. Click one of the avatars at the top of the window to remove that person, team, or company. Alternatively, uncheck the box beside the relevant person in the People or Teams tab.
      📝 Removing all existing privacy members opens the board back up to all users with permission to access Portfolio.
  8. Add additional people to the board's privacy:
    1. Check the boxes on the left of each person, company, or team you want to include.
  9. Click Update Privacy.
 

Edit Portfolio board columns

Manage and edit a Portfolio board's columns:

  1. Click ... More in Teamwork.com's main navigation menu.
  2. Select Planning from the pop-out menu. You might find Planning pinned to the main navigation menu.
  3. Select the Portfolio tab.
  4. Click a Portfolio board's name to view the board.
  5. Scroll to the relevant column.
  6. Click the ... (ellipsis) beside the column's name.
  7. Choose an option from the dropdown menu:
    Edit
    		Update the column's name and associated color.
    Filter (search)
    Search for a specific project within the column.
    Quickly Sort Cards
    		Sort projects in an individual column by: name, date created, due date, start date, company, project health, or project owner.
    Column Settings
    Manage the column's settings:
    • Triggers - set triggers on the column to automate processes.
      💡 Check out our Portfolio Board Triggers page for more information.
    • Column Sorting - choose a default sort order or use manual sort.
    • Filter - refine the details shown in each project card (minimal, default, or custom).
    Collapse
    Collapse the column to minimize it in the board view.
    Delete Column
    Delete the column from the board. Projects in the column are moved to the backlog.
    Edit
    		Update the column's name and associated color.
    Filter (search)
    Search for a specific project within the column.
    Quickly Sort Cards
    		Sort projects in an individual column by: name, date created, due date, start date, company, project health, or project owner.
    Column Settings
    Manage the column's settings:
    • Triggers - set triggers on the column to automate processes.
      💡 Check out our Portfolio Board Triggers page for more information.
    • Column Sorting - choose a default sort order or use manual sort.
    • Filter - refine the details shown in each project card (minimal, default, or custom).
    Collapse
    Collapse the column to minimize it in the board view.
    Delete Column
    Delete the column from the board. Projects in the column are moved to the backlog.


Delete a board

Delete existing boards from the Portfolio area.

  1. Click ... More in Teamwork.com's main navigation menu.
  2. Select Planning from the pop-out menu. You might find Planning pinned to the main navigation menu.
  3. Click the Portfolio tab.
  4. Hover over a board tile, then click the arrow in the tile's top right.

    Image Placeholder

  5. Select Delete.
  6. Click OK in the confirmation window.

The board is deleted and projects are unlinked from its columns. 


Best practices

  • Review and refine: Regularly review your Portfolio boards (and update when necessary) to ensure the boards and their associated columns still support the different phases of your workflow.
  • Automate: Use triggers to automatically update a project's properties when the project card is moved to a particular Portfolio board column.

1. Also available on legacy subscriptions: Pro, Premium, Enterprise.
2. Also available on legacy subscriptions: Enterprise.