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Portfolio Box

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Introduction

The Resources module aggregates data from sub-boxes in the portfolio box. If the portfolio box is empty, you are asked to add sub-boxes in the Resources module.

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Create new sub-boxes

To create new sub-boxes with monday boards:

  1. Click Add items.

  2. Select Import monday boards and click Add.

    image-20240116-121802.png
  3. Select one or more monday boards to import.
    If you select multiple boards, you can enable the toggle switch to create a separate box for each monday board.

  4. Define the box type.

  5. When ready, click “Import”.

    image-20240116-134520.png

Move existing boxes

To move existing boxes as sub-boxes to the portfolio box:

  1. Click Add items.

  2. Select Add existing and click Add.

    image-20240116-122932.png
  3. Select boxes. You can move multiple boxes at the same time.

  4. Click Add.

    image-20240116-123046.png

There is no data to aggregate - add tasks

The Resources module aggregates data from sub-boxes in the portfolio box. If sub-boxes are empty, you are asked to add tasks to sub-boxes.

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Add tasks in the Overview module

You can add tasks to sub-boxes in the Overview module. Repeat these steps for all sub-boxes in the portfolio box. 

  1. Go to the Overview module.

  2.  Right-click on the sub-box or select Configure from the More actions menu.

    image-20240116-124205.png
  3. Go to Tasks > Scope definition.

  4. Define the scope.

  5. When ready, click Save.

    image-20240116-124532.png

Add tasks (already existing in monday)

You can add existing tasks to sub-boxes.

  1. Click Add tasks.

    image-20240116-125228.png
  2. If you added multiple monday boards as sub-boxes, select where you want to add tasks first.

  3. Click Add tasks.

    image-20240116-125345.png
  4. Tasks are now visible. If you want to change the scope, go to Manage scope definition.

    image-20240116-125555.png

Troubleshooting and setup

The Resources module aggregates data from all sub-boxes in the portfolio. The view is based on individual users or teams.

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Portfolio box teams

A portfolio should have the same teams as the boxes it contains.

Issue: Capacity can't be calculated because Portfolio teams have no team members.

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Solution: Assign teams to the portfolio box.

  1. If the Teams module isn't active, activate, activate it.

    image-20240117-090206.png
  2. Go to the Teams module in the portfolio.

  3. Use the Assign existing team option.

    image-20240117-090339.png
  4. Add teams that match the boxes in the portfolio. Teams have to be added one by one. 

Failed to reassign a task

The Resources module allows you to move a task (a task gets reassigned).

Issue: A task cannot be assigned to a team because that team doesn't exist in both boxes (portfolio and the task the box is in).

 See the example

A task is in the "Classic project - House Build" box.

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"Classic project - House Build" box has four teams:

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In the portfolio box, there are more than those four teams:

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Moving a task in the Resources module of the portfolio box lets you reassign it to a different team. Teams have to be from the same box.

A task isn't being moved to a different box - only a team assignment is changed.

image-20240117-090725.png

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