Creating Portfolio Rules

Dynamic portfolio creation enables you to set up portfolios and manage larger volumes of projects quickly and easily, making the project management process more efficient. You can create rules on some project fields, such as project status, region, and custom fields.

You can also exclude specific projects from your portfolios, even when they meet the criteria set through your rules.

To create portfolio rules:

  1. In your portfolio, click Manage Portfolio. This opens the Manage Portfolio window.
  2. Click Create Rules.

  3. Select your rules as required. You can select project fields and the following conditions:

    1. equals
    2. does not equal
    3. contains
    4. less than
    5. greater than
  4. Click Apply.
  5. Review the projects displayed in the Manage Portfolio window. The preview table contains all of the projects relevant to the rules set for your portfolio.
  6. Click Save.

Clicking Save in the Manage Portfolio window creates or removes portfolio items for your projects as specified. You can view portfolio items in the Related tab of the portfolio record page. You can also view the included projects in Delivery Tracker, when placed on the portfolio record page. For more information, see About the Delivery Tracker.

Notes:
  • If you do not have permission to create rules, the create rules window displays in read-only mode as View Rules. The Create Rules button is displayed as View Rules.
  • You must be assigned edit permissions for all project fields to create rules.
  • You can assign a maximum of 1,000 projects to a portfolio using rules. More projects can be added manually when this limit is reached.
  • If Delivery Tracker is not available on your portfolio record page, contact your administrator.

Dynamic Portfolio Management

You can update your portfolio to ensure all projects that align with the rules created for your portfolio are included, and those that do not are removed.

To update your portfolio, select Update Portfolio from the quick actions on the Portfolio record page. This displays the Update Portfolio window. Click Update and your portfolio refreshes.

Excluding Projects from Portfolios

You can choose to exclude specific projects from portfolios, even when they meet the portfolio rules. In the Manage Portfolio window, deselect the projects to be excluded. This removes them from the preview table, and excludes them from your portfolio.

Notes:
  • If portfolio rules are updated and excluded projects still meet the conditions, they are still excluded.
  • If portfolio rules are updated and excluded projects no longer meet the conditions, they are removed automatically.
  • Portfolio items are still created for excluded projects and they are marked as excluded.
  • If a project you want to exclude is not included in the Manage Portfolio preview table but does meet the portfolio rules, contact your administrator.