Change Portfolio Options through Rules

[Ray_Zheng]

Hi, Community Ambassadors!
This is Ray from Taiwan.

The scenario our team is using is:
➊ Some projects are stored in portfolios, and there is a custom “Progress Status” single-select option in the portfolios.
➋ We hope to reduce subsequent manual operations through preliminary work (such as custom rules、system automation).

Our team’s needs are:
① Currently, our team wants to set automation rules for the portfolio options:
When a specific task of the projects (for example: on-site acceptance) is completed, set the “Progress Status” option of the portfolios to Accepted; when the on-site acceptance task is not completed, set the “Progress Status” option of the projects to Pending Acceptance.

② Following ①, we hope to display the “Progress Status” options of the projects on the dashboard, such as: Accepted Projects (5), Pending Acceptance Projects (4).

May I ask the community ambassadors if there are any solutions?

Thank you all!
Wishing wonderful day.

Ray

p.s:
Sorry, English is not my strong language, so there might be mistakes in my usage. Please forgive me.

[Thaïssa_Guibert]

Hi Ray,

1. You can’t use rules on the portfolios level - so you can’t connect a rule between a task custom field an a portfolio custom field.
   You can only use rollup field to gather data on the portfolio level

2. You can display on portfolio dashboard your progress status based on the tasks
   You will need to add a rule to your project to edit the Progress status depending on your task completion status
   Completion status of the project’s task will reflect the progress status of your whole project (so Y-axis = one task = one project)

Hope it’s clear enough