Portfolio workload is available to all Asana Business customers.
Workload gives you a visual snapshot of team capacity and a closer look into what your team is working on across projects — all in one place. Pinpoint conflicts so you can address risks and keep projects on track by easily reassigning or rescheduling tasks in the same view. Make sure team members aren’t overwhelmed or underworked and projects are properly staffed.
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You can view workload based on task count or effort, such as hours or points. In addition, you can set capacity for each team member to quickly see when someone has too much work.
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How to create a portfolio
To use portfolio workload, you must have a current portfolio or create a new portfolio.
To create a portfolio:
- Click on Portfolios on the sidebar
- Click on the New Portfolio tile
- Name the Portfolio and set its privacy
- Click Create Portfolio
- Once your portfolio has been created, click Add Project to add a project to your newly created Portfolio.
Access workload from portfolios
Click portfolios on the sidebar, select a portfolio, and then navigate to the Workload tab.
User lists are populated by anyone who has work assigned to them in the projects in the portfolio.
Create a team portfolio to see your team’s work across projects. Create a portfolio across teams to see important projects you own that are shared by multiple teams.
Set custom fields based on priority to get a sense of task weight. You can select custom field colors in the toggle.
Create custom fields and colors in your project view. Then, when you set a custom field value on tasks, that color can be viewed in your workload view.
Filter your workload view by role and person.
- You can search for and select people you want to see in your workload view.
- You can also search by “Role”.
Encourage your team to add their roles to their profiles in Asana.
You can also save a filtered view as the default view for everyone. From the drop-down menu next to the project's name, select Save layout as default.
Universal workload is available to all Asana Enterprise customers.
Universal workload allows you to view the global capacity of a team by pulling data from tasks and subtasks across all projects into a workload view.
For universal workload to work, tasks and subtasks must be assigned, have a due date, and belong to a project to be accounted for in the capacity trendline.
Note: The unassigned section only appears in the portfolio workload view.
Create a universal workload
- Click + Create
- Add people to see their workload and click Add
- Edit the workload by clicking the drop-down next to the name and selecting Edit workload details. From here, you can change the name and add a description.
Note: Whoever is looking at the workload view must have permission to see the task. Anything they wouldn’t see in Asana’s search (a private task a team member has made for themselves) will not show up on the workload view.
To share your universal workload with teammates, click the Share button at the top right corner of your workload view.
Filters in universal workload
For a more targeted view of the work you want to see, use filters in universal workload.
Within the workload view, click Filter in the top right corner, and select from a variety of filters.
Task completion status: Show any task, only completed tasks, or only incomplete tasks.
Include tasks from: Only show tasks from a specific project, portfolio, team, or from the entire organization.
Exclude tasks from: Exclude tasks from specific teams, portfolios, projects, and projects owned by specific people.
Task type: Show tasks, milestones, or approvals.
Subtasks filter: Show subtasks in the results, or exclude subtasks from the results.
Edit the effort for your team
You can view and edit the effort of your team members using workload. You can use hours, points, or percent as your workload effort.
To edit the effort for your team:
- Click the effort icon
- Click Edit effort
Hours and points allocation
When you choose hours or points as effort, they are divided evenly over any days they are spread over. If you have a task that takes more than one day to complete, effort will be split evenly over weekdays (skipping weekends). For example, a 10-hour task over 2 days will be 5 hours each day. If the task goes from Friday to Monday, it will be 5 hours on Friday and 5 hours on Monday.
With percent allocation, you can decide the percentage of time that should be spent on a specific task and distribute it over as many days as needed.
For example, if you plan to work on a task for 50% of your time in a week, that task will take up 50% of your time throughout the entire week.
Use start dates on tasks to account for tasks that take more than one day to complete.
Hover on an individual's chart to see a count of their tasks on a given day.
Hover over a specific day column header to view multiple team members' total tasks on a given day. Hover over a person's name to see their total task count or effort over time.
Click on the caret to show projects and tasks per person in drill-down view.
You can open the project status modal by clicking the project name.
Drag and drop tasks
Drag and drop tasks to reschedule the time or reassign them to another person.
- You cannot move a task to a different project.
- When you reassign tasks, the schedule is locked to reduce errors. After reassigning, you can then drag the task to reschedule.
- You can create tasks in workload view by clicking directly on your workload under the assignee, date, and project that you'd like to schedule and type in your task name. You can then click on the task's details to add additional information.
Multi-select bulk rescheduling: press the
Command/Controlkey, and click on all the tasks you want to reschedule and/or reassign while pressing the
To zoom in or out, click on the Zoom button to select between Days, Weeks, Months, Quarters, Half-Years, or Years. Click on Today to quickly come back to the present day.
Use zoom to adjust your view based on your work planning and monitoring time frame.
Subtask count on workload
You can also view the number of subtasks on a particular task directly from workload.
The subtask count will appear next to the task name on workload in drill-down view.