Monitor initiatives in one place with Portfolios

Those managing multiple projects or execs spend time tracking down statuses so they can make sure plans and goals are on track. That usually means cobbling together updates from various teammates, or spending a lot of time manually updating their project plans. Instead, they can rely on Portfolios to proactively monitor projects, and see real-time progress in one place.

What are Portfolios?

Portfolios are the best way to keep track of all projects for a specific initiative or team in one place. They’re an easy way to file and organize the projects you access most often, and you can sort by project owner, deadline, status, priority, and more.

Portfolios are the best way to keep track of all projects for a specific initiative or team in one place

Why create and use Portfolios?

Anyone managing or working in lots of projects knows how hard it is to see how their projects are actually going, what work is at risk, and providing updates to stakeholders across the organization. This might happen manually in spreadsheets which get outdated quickly. Others using project management software might have a better view into work, but it’s only visible to them, unconnected from working files, and requires a lot of technical training to use.

For individuals working across a lot of projects, it can be hard to keep track of each project plan. With Portfolios, they can group projects together to find them more easily.

Leaders who want to monitor the progress of top priority projects, or the main projects contributing to key objectives can also create Portfolios to get a quick pulse—without calling separate meetings or waiting for other managers to get back to them.

How to create a Portfolio

Creating a Portfolio is simple:

  1. Open the sidebar and click Portfolios at the top.
  2. Click the New Portfolio tile, name your portfolio, and then create it.
  3. Click the Add Project button and type the names of projects you want to add.
  4. Share any Portfolio by copying its URL.

What are some examples of Portfolios?

Though Portfolios are ideal for project managers and portfolio leads, anyone can use them in a variety of ways. Here are some examples to get you started:

Role Can use Portfolios to track…
Product managers Product launches
C-Suite Top projects towards achieving company OKRs
Event planners Events this quarter
Managers All their 1:1 projects
Campaign managers and creative directors Active campaigns
HR managers All new hires onboarding in a month/quarter
Customer success managers Active client accounts, or all projects related to one specific client
IT manager All active software deployments or considerations
Office managers New office openings

Tips for managing work with Portfolios

The options for what projects you can track in a portfolio are endless, but here are some tips to help you best utilize it:

  • Project status update looking stale or out-of-date? Ping the Project Owner for a status update by clicking the project, then Request Update. The Project Owner will get a task to update the project’s status.
  • Sort your portfolio by other custom fields. We’ve included a priority field, but you could add other custom fields to see your portfolio organized by objective they contribute to or cost, for example.
  • Want to see your portfolio organized by Project Owner, deadline, status, or project name? Sort your Portfolio by other fields by clicking the filter icon in the top right corner and selecting your criteria.
  • If your entire company isn’t using Asana yet, you can sign up for weekly Portfolio email digests to forward to those without an account.

Portfolios are simple to create and make it easy for anyone to organize and monitor multiple projects at once.

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Asana Lessons

Learn the Asana basics in less than 15 minutes with these quick lessons

Tasks

Tasks Lessons

Track all of your work

3 Minutes

My Tasks

My Tasks Lessons

Always know what to do next

3 Minutes

Projects

Projects Lessons

Work with teammates

3 Minutes

Inbox

Inbox Lessons

Communicate even faster

3 Minutes

You can use tasks to track, collaborate on, and organize all your work.

Tasks can be to-dos, ideas, notes, or reminders.

Assign a task to yourself or a teammate.

Press Tab+M to quickly assign a task to yourself.

Add a due date so your deadline is clear.

Add instructions and expectations in the task description field.

Type @ to link to other tasks, people, conversations, or projects.

When you @mention someone, they’ll be added to your task as a follower.

Followers get notified when new comments or attachments are added.

Add anyone who needs to stay up to date on your task as a follower.

They can always unfollow to stop getting notifications on your task.

Add comments to ask questions or give followers updates.

Heart a comment to let followers know you’ve seen it.

Add relevant files or irrelevant GIFs as attachments.

You can also attach directly from Dropbox, Google Drive, or Box.

Create subtasks to break your task into smaller steps.

When you’ve added a subtask, press enter to add another.

Subtasks can contain all the same details as regular tasks.

Click the comment bubble to add comments or attachments to a subtask.

You can create tasks from any screen using your top bar.

Every Task has a unique URL to easily copy and share.

Congrats! Looks like you’re up to the task.

On to the next lesson!

Always know what to do next with My Tasks.

My Tasks is a list of every task assigned to you.

It makes managing your work simple.

Click on your My Tasks list and start typing to add tasks.

Like a text document, add a new line for each new task or paste in any list.

Forward to x@mail.asana.com to turn your emails into tasks

Asana will translate your email into a task, including your attachments.

New tasks will appear at the top of your list in New Tasks.

Tasks you add to My Tasks are private to you.

Click Make Public to share them with your team.

Prioritize tasks as Today, Upcoming, or Later.

Click on the blue dot next to the task, to quickly sort it.

Mark the tasks you’ll have time for Today.

Teammates can view your My Tasks list to see what you’re up to.

They’ll only see tasks you’ve made public or shared in a project (more on projects later).

Mark tasks due within a week as Upcoming so you can see what will be due soon.

On its due date, your task will move from Upcoming to Today.

Just like magic.

Mark tasks due in more than a week for Later.

They’ll be out of your way until their due date approaches.

Your tasks will move from Later to Upcoming a week before they’re due.

Keep My Tasks prioritized to always know what to work on and what’s coming next.

Now you know how to track and plan your work!

Next, learn how to work with your team in Asana.

Work together on groups of tasks with projects.

Projects help you track and organize the steps in a process or initiative.

Like an event plan, product launch, or editorial calendar.

Like My Tasks, simply click and type to add tasks to your project.

If you have your steps in a document or email already, paste in that list.

Add tasks to your project from email.

View your project’s unique email address from the project dropdown menu.

Add your tasks to other related projects.

Tasks can be included in multiple projects.

Add sections to organize tasks in a list project.

Type : at the end of any task title to make it a section.

Or, add columns to organize tasks in a boards project.

Drag and drop tasks between or within columns to reorder.

Assign your tasks and set due dates.

Never miss a deadline with your project calendar.

Drag and drop tasks on your calendar to change their due dates.

Add everyone who needs to stay updated on your project as members.

Project members will get notified of new conversations, statuses, and tasks.

Post conversations to make announcements or start discussions.

Your post will be sent to all project members.

Use Progress to see how your project is moving forward.

Set a project status to update your team on how it’s going.

The Project Owner will be reminded to set a status once a week.

Open and organize projects from your sidebar.

Favorite projects to pin them to the top of your sidebar.

Click the star button on the left of your project name to favorite it.

Create new projects from any screen using your top bar.

Now you can move projects forward with your team.

Just one more lesson before you dive in.

Communicate and coordinate faster with Inbox.

Check Inbox to quickly read and respond to your latest updates.

Inbox will notify you when you have a task due…

and when teammates update tasks, conversations, and projects you follow.

Open and respond to updates without leaving Inbox.

Click an update and you’ll have all the context you need to respond.

Archive updates you’re ready to dismiss.

Click the X that appears on the right of an update to archive it.

Open Archive to move dismissed updates back to your Inbox.

Click the arrow that appears on the right of an archived update to move it back to Inbox.

Unfollow tasks or projects to stop receiving updates about them.

In the end, you have control over the updates you receive (or choose not to receive)

When you’re ready, you can turn Asana’s Email notifications off.

Most communication with your team can be more easily managed from Inbox. Just remember to check it often.

Congratulations! Now you’re ready to have a great work day with Asana.