Portfolio workload and Universal workload

Portfolio workload

Portfolio workload is available to all Asana Business customers.

Workload gives you a visual snapshot of team capacity and a closer look into what your team is working on across projects — all in one place. Pinpoint conflicts so you can address risks and keep projects on track by easily reassigning or rescheduling tasks in the same view. Make sure team members aren’t overwhelmed or underworked and projects are properly staffed.

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You can view workload based on task count or effort, such as hours or points. In addition, you can set capacity for each team member to quickly see when someone has too much work.

How to create a portfolio

To use portfolio workload, you must have a current portfolio or create a new portfolio.

Access workload from portfolios

Click portfolios on the sidebar, select a portfolio, and then navigate to the Workload tab.

User lists are populated by anyone who has work assigned to them in the projects in the portfolio.

Create a team portfolio to see your team’s work across projects. Create a portfolio across teams to see important projects you own that are shared by multiple teams.

Custom fields

Set custom fields based on priority to get a sense of task weight. You can select custom field colors in the toggle.

Create custom fields and colors in your project view. Then, when you set a custom field value on tasks, that color can be viewed in your workload view.

Filter

Filter your workload view by role and person.

• You can search for and select people you want to see in your workload view.
• You can also search by “Role”.

Encourage your team to add their roles to their profiles in Asana.

You can also save a filtered view as the default view for everyone. From the drop-down menu next to the project's name, select Save layout as default.

Universal workload

​​Learn how to leverage workload in our Gaining insights with Reporting webinar. Register now.

Universal workload is available to all Asana Enterprise customers.

Universal workload allows you to view the global capacity of a team by pulling data from across all projects into a workload view.

For universal workload to work, tasks must be assigned and belong to a project to be accounted for in the capacity trendline.

Note: The unassigned section only appears in the portfolio workload view.

Create a universal workload

Note: Whoever is looking at the workload view must have permission to see the task. Anything they wouldn’t see in Asana’s search (a private task a team member has made for themselves) will not show up on the workload view.

Edit the effort for your team

You can view and edit the effort of your team members using workload.

Start dates

Use start dates on tasks to account for tasks that take more than one day to complete.

When you have a task with multiple days, effort will be split evenly over weekdays (skipping weekends). For example, a 10-hour task over 2 days will be 5 hours each day. If the task goes from Friday to Monday, it will be 5 hours on Friday and 5 hours on Monday.

Hover states

Hover on an individual's chart to see a count of their tasks on a given day.

Hover over a specific day column header to view multiple team members' total tasks on a given day. Hover over a person's name to see their total task count or effort over time.

Drill-down view

Click on the caret to show projects and tasks per person in drill-down view.

You can open the project status modal by clicking the project name.

Drag and drop tasks

Drag and drop tasks to reschedule the time or reassign them to another person.

• You cannot move a task to a different project.
• When you reassign tasks, the schedule is locked to reduce errors. After reassigning, you can then drag the task to reschedule.
• You can create tasks in workload view by clicking directly on your workload under the assignee, date, and project that you'd like to schedule and type in your task name. You can then click on the task's details to add additional information.

Multi-select bulk rescheduling: press the Command/Control key, and click on all the tasks you want to reschedule and/or reassign while pressing the Command/Control key.

Zoom

Use zoom to adjust your view based on your work planning and monitoring time frame.

Subtask count on workload

You can also view the number of subtasks on a particular task directly from workload.