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Portfolio progress and reporting

In This Article

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Portfolios provide an overview of your projects' progress within the portfolio, allowing you to share timely updates with your team through status updates and create dashboards using real-time data.

This article explains how to leverage status updates and dashboards in portfolios to visualize data and communicate insights effectively.

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Status updates

The portfolio progress section gives you an in-depth snapshot into the status of any portfolio you’re working on. Status reports make it easy to create rich status updates and share your work with key stakeholders.

Portfolio progress tab

When you click the Progress tab in your portfolio, you’ll see a snapshot of your portfolio’s current progress status.

portprogress.png

From the Progress tab, you can:

  1. Check if the portfolio is on track, at risk, off track, on hold, complete, or dropped
  2. View the number of projects that are on track, at risk, off track, or the total number of projects
  3. Update your portfolio’s status
  4. View or change the portfolio owner, date range, or description
  5. View or change goals associated with the portfolio
  6. See the most recent status update

How to create a portfolio status update

You can update your portfolio's status at any time. The templatized block structure allows you to incorporate the actual work being done in Asana with narrative context to explain the status of work.

To create a new status update, click Set status next to the portfolio's name, or navigate to the Progress tab and click Update status.

From the status update window, you can:

  1. Add a title
  2. Fill in your status update details, including progress, portfolio owner, and dates
  3. Show or hide custom fields
  4. Add attachments
  5. Include a summary
  6. Highlight accomplishments
  7. Outline what's blocked
  8. Drag highlights into your update to help tell your story
  9. Once you've entered an update, click the blue Post button.
Note iconNote

You must select a portfolio status of on track, at risk, off track, or on hold and at least one block of text before you can post a portfolio status update.

Adding highlights to your status update

You can drag and drop highlights such as projects that are on track or at risk into your status update to help tell your story. Adding these highlights gives a visual insight into recent achievements or potential blockers for your team.

Once you’ve added your highlights and published your status update, Asana will remember the block structure and ordering for future updates.

highlights.gif
Note iconNote

You can reorder your What we’ve accomplished, What's blocked, and Next steps section by dragging and dropping them.

Adding charts to a status update

Adding charts to your status updates gives a visual insight into the work being done across your team. You can drag and drop your chart blocks into your status update.

chart

Access controls

You can add collaborators to a status update that might not have access to the project; they can see all of the content of the update, but if they click on a project highlight or element they don’t have access to, their access will be denied.

Note iconNote

Public portfolio status updates will be fully visible in the progress tab, even if users don’t have access to all projects in the portfolio.

Portfolio dashboards

Click the Dashboard tab in your portfolio to view charts to understand your team’s progress quickly.

By default, portfolio dashboards include preset charts to get you started, but you can add, remove, or customize them as needed. The charts will automatically populate when you first land on the dashboard tab and will automatically update every time you visit the tab or refresh the page, so you know the information is current.

portfolio dashboard

From the Dashboard tab, you can see:

  1. Task count cards (complete, incomplete, overdue, total)
  2. Four customizable charts

Portfolio dashboards are prefiltered to include only data from your selected portfolio, including tasks and data from nested portfolios.

Note iconNote

Portfolio dashboards show data based on the permissions of the viewer. Viewers without access to all the data in portfolios may see an incomplete data set on dashboards. Learn more about portfolio privacy settings.

Preset charts

Incomplete tasks by projects - Bar chart

View tasks by project to understand where efficiencies and potential bottlenecks are in your team’s process. Or swap in any of your custom fields to see how they compare.

All projects by project status - Donut chart

Get a quick pulse on your projects by status and each status slice's size. You can see if your incomplete projects are a tiny or large piece of the pie.

Upcoming tasks by assignee - Lollipop chart

Understand how work is distributed across your team. Quickly see who has been excelling and who might be overloaded.

Projects by owner - Lollipop

Get a quick overview of the number of projects each person on your team owns to gain visibility into their workload and bandwidth.

Note iconNote

Learn more about the different types of charts you can use in our Reporting article.

Portfolio charts

You can create charts based on portfolio metadata within universal reporting, allowing you to report on portfolios, tasks, and projects.

Creating a portfolio chart

To create a portfolio chart, navigate to the Dashboard tab and click + Add chart.

Custom field rollups

Portfolio rollups are migrating to formula custom fields. Previously, portfolio rollups allowed you to add view-only custom fields to your portfolios. Now you can create tailored data aggregations within portfolios as this migration combines the power of portfolio rollups with the flexibility of formula custom fields. 

Rollups sum up the numeric data of global custom fields or time tracking fields that are present in the portfolio's projects, allowing you to keep track of underlying data in your projects without navigating away from the portfolio.

How to add a rollup to a portfolio

Add portfolio rollup

  1. Click on the + Add field icon to add a new field to your portfolio.
  2. Select Rollup from the drop-down menu.
  3. Under Formula, click into the brackets beside Rollup and start typing the name of the numerical field you wish to use.
  4. Give the field a title and click Create field.
Note iconNote

The field title must differ from the name of the field within the projects. In the example above, the field that has been added to the projects is titled “Effort”, so the portfolio field title here is “Effort Rollup”.

Frequently Asked Questions

  • What are rollups?
    Rollups are pulled from the numeric custom fields in the portfolio's projects.

screenshot_title

This example shows the numeric custom fields Actual hours and Estimated hours, but any numeric custom field can become a portfolio rollup.

  • Will my existing portfolio rollups be affected?
    Existing portfolio rollups will not be affected and will be converted to formula custom fields without any additional effort. Values should remain the same.
  • Can I still use the old portfolio rollup method?
    No. From here on out, all rollups at the project or portfolio will need to leverage formula custom fields.
  • Can I use the same global formula custom field for rollups in projects and portfolios?
    Yes. Global custom fields that are being used for rollups can be shared across projects and portfolios, similarly to other global custom fields.

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Portfolio progress and reporting