Asana Advanced - Private Portfolios of past members still count against limit

[Scot_Powers]

We recently moved to the Asana Advanced from Asana Business - and it comes with a limit of 100 portfolios. So as the Admin, I was looking to see how we can cut back on the number of portfolios. There are a number of private portfolios created by past employees, and we have no way of purging these or identifying if other staff are using them.

So we need to be able to determine if they are being used, and if not then we need to be able to delete/archive them.

[lpb]

@Scot_Powers,

Your best bet is to contact Support and ask for their help using this temporary procedure:

Try the new Asana Help Center!

Hi everyone, it looks like the length of the thread is causing some confusion, so I’ll close this topic and highlight the workaround currently in place to make things clearer. Some users are currently running into an authentication error when trying to log into our new Help Center. We are actively working on this and we’ll let you know once a fix is in place. In the meantime, please kindly use these workaround solutions to get in touch with Support: Option 1: Access our Help Center in an inc…

Thanks,

Larry

[Anggg]

Were you able to find a solution for this?

I had brought this up with Asana support and all they said was “To learn more about the features of the Advanced Plan, check here: Asana Help Center”

I’m the account owner / admin and I can see these portfolios exist, but no way to quickly archive them. It seems that I can manually join every single portfolio, take the admin role, and then archive them. Will there be a faster way?

A team member accidentally upgraded us to Asana “Advanced” from Business (how was there ZERO confirmation or click through or explanation of the trade-offs, just a single-click button that said “Upgrade” which they interpreted as “Read more”. AHHH) so we’re scrambling to sort this out.

Thanks!

[Scot_Powers]

Anggg,

So finally Customer Support was able to resolve this for us, I had to give them a list of all the users who had private portfolios, they were able to add me to them, so that I could delete/archive them.

As I was going through this yesterday, I noticed a new feature in Asana that may also help.
From the left hand navigation, under Insights, you can access all the Portfolios. Historically you only had access to Starred and Recent Portfolios visit (which is the default setting). Now just under the word Portfolios, there is Browse All - I found Portfolios with no owners. I can’t confirm that this will help, but definitely appears to be a step in the right direction to help us manage the organization’s Portfolios.

Also, any employee with Portfolios with fewer than 3 projects we’re asking them to delete the Portfolio and instead favorite those projects. We are also asking Teams to look at their Portfolios and see if there is a way to share a Portfolio rather than having multiple Portfolios with the same projects.

[Anggg]

Thanks for your reply, I appreciate you sharing what worked for you!