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Leverage a high-level aggregation of your workspaces in one centralized view for smart product decisions and intuitive initiative management

Maayan Ayalon avatar
Written by Maayan Ayalon
Updated over a week ago

Empower your product leadership with a single pane of glass for strategic planning. Product Portfolio Management aggregates and visualizes all selected workspaces into a high-level view to improve streamlined product management and execution at all levels, across all products.

The Portfolio Management will appear on your workspaces dropdown list, making it easy to navigate to and from.

This article will review the following topics:

Aggregate multiple workspaces into a portfolio

From a managerial perspective, it is hard to gain visibility and insight into how the work being done is meeting the business objectives and value streams. This becomes especially challenging when many departments manage their own work and processes in separate spaces.

Using Product Portfolio Management, you can roll up selected workspaces with their Products and epics, so you can see the different work streams grouped together, in a bird's-eye view.

The power of aggregating the strategic work into the Portfolio is to visualize cross-team dependencies, track progress, evaluate effort, and make informed decisions based on a holistic view of all products and business objectives.

Familiarize yourself with Product Portfolio Management

Product Portfolio Management focuses on high-level items, unlike a typical workspace which includes low-level, tactical work items. You gain the ability to roll up items from multiple workspaces, providing you with a portfolio view not available with a single workspace.

Portfolio provides a high-level view of work items, empowering you to plan using a strategic lens, while the workspace focuses on tactical, day-to-day product management.

Slicing and dicing your work using Portfolio is done differently than in the workspace, mainly due to the fact that as the metadata is rolled up, some fields are not identical across all workspaces, and thus cannot be grouped together.

For example - one workspace is dedicated to internal product development so the fields will be related to infrastructure and integrations, while another workspace is dedicated to external product development and includes fields such as customer segment and customer satisfaction.

When it comes to moving items across, while on a workspace it’s possible to move a work item from one product to another, it’s not possible in the Portfolio to move a work item from one workspace to another.

Another key differentiator between the Portfolio and the workspaces is the statuses and workflows. As workspaces are customizable for ease of use, each one may have its own workflows and set of statuses. Portfolio thus does not interfere with choices made on a workspace level, but instead accurately reflects status values from each workspace.

Visual differentiation between a workspace and Product Portfolio Management

In order to visually differentiate between a workspace and Product Portfolio Management, there are a few new characteristics-

  1. Navigation menu colors are different in Product Portfolio Management for easy identification by sight

  2. In the workspaces controller dropdown, a new Portfolio section has been added, separating it from other workspaces for ease of access

All products & epics from workspaces selected will be aggregated into your Portfolio. Each item will be color coded to distinguish it from the others.

In each relevant item’s properties panel, new sections are added-

  1. Properties- Portfolio fields

  2. Dependencies tab- Portfolio dependencies

Slicing and dicing Portfolio data

Along with the familiar functionality to slice and dice data in workspaces, epics that are rolled up to the portfolio level can also be sliced and diced to provide different perspectives of the data and assist you with better storytelling. Similarly, you can also make use of the different portfolio fields for grouping and filtering.

In addition, we created three default views to help you start easily: Portfolio Roadmap, Portfolio Dependencies, and Portfolio Backlog.

Portfolio Guru views can also be handy to quickly set up views that best represent your aggregated data.

You can also create a custom view by clicking on the ‘+ New View’ button. The available views are Table view, Kanban view, Swimlanes view, and Timeline views. In both the Kanban and Swimlanes views, you will find a header above the item’s title that represents the origin workspace.

Portfolio fields

Portfolio fields are custom fields created on the portfolio level. As opposed to workspace custom fields, these fields can trickle down to all connected workspaces, creating standardization and alignment when it comes to the Product Manager’s work process.

There are two main use cases for the Portfolio fields-

  1. Visible on Portfolio only - applies to sensitive information that should not be visible on the workspace level yet is an important property for each one of the items, such as budget.

  2. Visible both on Portfolio and on connected workspaces- information that you share from the top down and should be utilized by the individual teams, for example- align work methodologies and processes by creating RICE prioritization fields.

Admins in the Portfolio can edit the values of different work items that are rolled up from the workspaces, and those changes will automatically be reflected in the workspace.

In each item’s properties panel, there’s a dedicated section for Portfolio fields to differentiate between workspace custom fields and Portfolio custom fields.

Create Portfolio fields either by creating a new field as a table column or via the Portfolio Management settings area- Portfolio fields.

Portfolio fields can be of either single selection, multi-selection, number, link, single-line, multi-line, date and formula types.

Portfolio fields in workspaces

When a Portfolio field is visible on your Portfolio, you can decide whether or not to display it on the associated workspaces by switching the visibility toggle on or off.

In each workspace settings area, Admins can control whether to show a certain Portfolio field or not. For example, the product team that manages an internal product does not need a Portfolio field of customer segment.

When a Portfolio field is shown, its values are locked. Meaning, Portfolio field values are not configurable on a workspace level.

Create cross-workspaces dependencies

In Portfolio Management, you are able to visualize and create cross-workspaces dependencies. Visualizing these dependencies allows you to look at the bigger picture, optimize the development processes company-wide, and improve efficiency.

Dependencies can be created between items from the same workspaces or between items from different workspaces.

Dependencies between items from different workspaces will not show up inside the workspace with the title of that related item, but rather a numerical representation of the number of related cross–workspace dependencies.

A Portfolio dependency can be created in one of two ways-

  1. Open the item properties panel and under the dependencies tab, add workspace dependencies. Determine the relationship of the dependency- either related, blocked, or blocked by.

  2. On the Timeline view, create a dependency between items by dragging a line between them.

Portfolio permissions

Any changes made on the Portfolio to an item will automatically be updated and reflected on the individual origin workspace. Consequently, the Portfolio has its own set of roles and permissions due to the sensitive nature of those actions.

Admins have the ability to edit and make changes to all items in the Portfolio, whereas Viewers can only view and comment on them.

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