CAPABILITIES
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Portfolio privacy and sharing
Available on Asana Advanced, Enterprise, and Enterprise+ tiers, as well as legacy tiers Business and Legacy Enterprise.
Visit our pricing page for more information.
Effectively managing access to portfolios is essential for protecting confidentiality and enabling precise information sharing. This article explains how to customize portfolio privacy settings to control visibility within an organization and how to manage portfolio membership and sharing.
Related articles
- Portfolios overview
- Portfolio views
- Portfolio progress and reporting
- Portfolios FAQ
- Individual portfolio permissions
Portfolio privacy settings
The portfolio owner has the option to make a portfolio private or public.
By making the portfolio private, only portfolio members will have access to the content within the portfolio and it won't be discoverable across your organization or workspace. Making the portfolio public will mean it will be discoverable across your organization or workspace.
To share a portfolio or change its settings, navigate to your portfolio and click the Share icon. From here, choose to keep the portfolio private or make it public to your organization or workspace.
Portfolio membership and sharing
You can share portfolios with your teammates in Asana or add them as portfolio members at any time.
When you click the Share button and access the portfolio membership screen, you can:
- Click the Portfolio permissions icon on the top left to restrict portfolio customization and sharing to admins only*
- Add portfolio members by name or email
- Provide the same access you have to the people you're sharing the portfolio with
- Choose the privacy setting of the portfolio
- Edit member's individual portfolio permissions by clicking the drop-down arrow
- Copy the portfolio link and share with colleagues
*Please note, these advanced portfolio permissions (restricting portfolio customization and sharing to admins only) are available on Asana Enterprise, and Enterprise+ tiers, as well as the Legacy Enterprise tier.
When you're added as a portfolio member, you will receive an inbox notification. You will also see a New icon next to the portfolio in question when accessing your portfolios page.
If you have been added as a member of a portfolio, you will receive a weekly report email provided you have your email notifications turned on.
If you share a portfolio containing private projects, the person you've shared it with will see a "This portfolio contains projects you don't have access to" message.
Set a default privacy setting for new portfolios
Admins can control the default project privacy for new portfolios in their organization or division. Admins can choose whether portfolios are initially created as Public to organization or Private to members.
Portfolio admins and editors can still update portfolio privacy for their respective portfolios at any time.
To set the default privacy for portfolios:
- Navigate to the admin console
- Select the Security tab
- Under Privacy and access permissions, click on Portfolio settings
- Choose the default privacy setting for new portfolios:
- Public to organization: All members of your organization can find and access new portfolios
- Private to members: Only people invited to new portfolios can access them
- Click Save changes
Export your portfolio
Once you've created a portfolio, you can export it at any time.
To export a portfolio:
- Click the drop-down arrow next to the portfolio name
- Click Export and select your desired option
Portfolio summary - PDF export
Available on Asana Enterprise, and Enterprise+ tiers. Visit our pricing page for more information.
The PDF export feature for portfolios enables you to easily generate a comprehensive summary of your portfolio. This summary includes status information for each component within the portfolio, presented in a format that is perfect for executive review. The PDF file includes additional notes and status updates from parent and child portfolio components, ensuring that the summary is comprehensive, easily readable, and visually appealing.
To export a portfolio summary:
- Open the desired portfolio in Asana.
- Click the drop-down arrow beside the portfolio name.
- Choose Export and then select PDF summary.
- The PDF report will be generated automatically.
Configuring the PDF settings:
- PDF settings can be configured from the left panel in the new window and the PDF preview will be shown on the right.
- Choose to Cancel or Download the PDF on the top right.
The data displayed in the PDF report can be customized, but the layout of the PDF itself is fixed and cannot be altered.
Troubleshooting tips
- If the PDF report does not generate, ensure that you have the necessary permissions to access the portfolio and its data.
- If the PDF report appears incomplete or is missing data, verify that the portfolio and its associated components (tasks, portfolios, projects, goals etc.) are properly configured and contain the required information.
