We are excited to let you know that privacy and search are coming to Portfolios! This means you will be able to select whether you want to make a Portfolio private or public, and search for public Portfolios. This change will take place on November 26th.
Some important things to keep it in mind:
On Nov. 13th all Portfolios will have the option to be private or public.
Today, you can share Portfolios at any time with your teammates in Asana or add them as Portfolio Members. On November 13th, all existing Portfolios will default to private, unless the Portfolio owner marks it as public.
As a Portfolio owner, you will soon see a top bar in your Portfolio with an option to Keep Public when privacy launches. Once you take action on the banner, it will disappear and means you have already made the Portfolio public. After November 13th, you will see privacy settings in the Portfolios Membership screen.
To keep access to the Portfolios you see today, we recommend you become a member of Portfolios you visit.
Let us know any questions and we hope you enjoy this update!
Howdy @Marie and sorry for the rookie question here! But does this public/private thing mean that, when itâs public, people who are NOT assigned to the portfoltioâs constituent projects will still be able to see those particular projects progress stats?
When Portfolioâs first came out I was excited because I thought âhey this is a perfect way to show OKRâs etc to the rest of the company without them being added in each individual projectâ. But then I quickly realized that even if you share a Portfolio with someone they CANâT see all the projects progress in that Portfolio unless theyâre ALSO added to each individual project (which kind of defeats of the purposes of sharing the portfolio with them in the first place haha)
Will this new public/private feature solve that? Sounds like it I think.
Hi @Sam_Leahey and no worries at all, thatâs a great question!
This update isnât going to change anything in terms of project visibility. So if the projects in your Portfolio are private to project member, you will still need to be a project member to see updates from this project in your Workload. The difference with this new update has to do with privacy at the Portfolio level. At the moment, Portfolios are public however theyâre not searchable. This means, you can only access them via their URL if it has been shared with you (the URL is public), but that you canât search this URL. SO what weâre doing with this update is giving you the ability to search for Portfolio and to control who can access them (just like for project).
Hope this helps, but please let me know if you have any follow-up questions!
So I guess Iâm wondering the same thing as when I first saw Portfolioâs come out. How come thereâs no place that gives everyone in the company a high level dashboard of everything? Right now you have to make a seperate project for this it seems Is this the ultimate future intent of Portfolioâs?
Marie - Appreciate very much the development of Portfolios and the public vs private settings. My question regarding portfolios however has to do with the projects that are a part of a single portfolio. Currently, projects are added one by one. Has there been any consideration to have all of the active (unarchived) projects associated with a TEAM be an option for pulling in projects rather than adding them one by one (which is what I am currently doing)? Also, is there a limit to the number of projects that can be in a portfolio?
Plus one on Samâs post. Weâd like to grant high level visibility to firm management, department members, etc via portfolios without adding everyone to each project.
@Sam_Leahey, @TriciaDS, could you please create a new #productfeedback thread to allow other community members to support your idea? While your comments are most welcome here, it is not ideal to keep track of votes and follow-ups, @ #productfeedback thread would be a lot better
I am wondering the same thing! Even from a Team level there is no pace to get comprehensive view on where all the open projects are. Including all the custom fields. We have project level fields, and grouping items, that help us organize them. The only view it seems that you can see these custom fields them is in Portfolios, but with how the permissions work its still a limited view.
I honestly would love to click on my team, and then see a customizable dashboard. Where I can add fields to be visible to anyone at the permission level. Then also see their corresponding portfolio. Form the team page. Then maybe go up some levels in the organization too.
I donât believe that the Privacy Settings are working as intended. I have several portfolios set to âPublic to [My Workspace]â but my other team members cannot see these from the Portfolios tab.
Public Portfolio should be discoverable to your team via the Advanced Search (providing they know at least one keyword), otherwise you would need to share the Portfolio URL with them. Once theyâve accessed it, they will be able to favorite it by clicking on the little star next to the Portfolio title; it will then be available within their Portfolio tab! Hope this helps, but please let me know if you have any follow-up questions!
