Setting Up Portfolios

You can use portfolios to aid in the grouping of projects which have similar criteria such as goals, locations, and the type of work completed.

To enable users to create portfolios, you must:

  • Assign the PSA - Manage Portfolios permission set.
  • Assign read and edit access to the projects being contained in a portfolio.

If the Portfolio Items related list does not appear in the Related tab on a portfolio record, add this to the portfolio page layout from: Set Up | Object Manager | Portfolios | Page Layout.

Note:

If users use portfolios with Delivery Tracker, the PSA - Manage Portfolios permission set enables them to load and view projects in Delivery Tracker. For more information on the permissions required to use Delivery Tracker, see Setting up the Delivery Tracker Component.

Creating a Dynamic Portfolio

You can enable users to create dynamic portfolios that populate with projects according to specific rules. To enable this, users must be assigned edit permissions on all project fields. Read-only or partial edit permissions results in the Create Rules window being displayed in read-only mode as View Rules.

If a user does not have read and edit access to a field a rule is created for, they are not able to view that rule in the Create Rules window. If permission is not assigned 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 can assign and update a maximum of 1,000 projects in a portfolio using rules. More projects can be added manually when this limit is reached.

For more information on project fields, see Project Fields.

Note:

The following field types are excluded from the Create Rules window:

  • Formula fields
  • Rich text fields
  • Long text fields
  • Encrypted fields
  • Some reference fields

Excluding Projects from Portfolios

Users must be assigned read and edit access to excluded projects, otherwise they are not displayed in the preview table to be unselected or selected. Users must also be assigned create and delete permissions for portfolio items to enable them to exclude and include them as needed.