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The Portfolio page: filter, rank, and archive projects

Portfolio is every project in one place, health, budget, and due date, with filters, sort, saved layout, and archive/restore.

Updated 7 min read
On this page · 5 sections
  1. Reading the pulse
  2. Scope, search, filters, and sort
  3. Rearranging the page
  4. Archiving a finished project
  5. The rest of the toolbar

Portfolio is the whole book of work. Open it from Portfolio in the left sidebar (the pinned group: My Day, Portfolio, Dashboards), and you get every project in your workspace (its health, who leads it, how far along it is, how much of the budget it has burned, and when it is due) with filters and sort on top. My Day is your slice of the work; Portfolio is everyone's. See "My Day: your personal cockpit".

The page is titled Portfolio health and is built from four movable tiles: Portfolio pulse, Top risks (AI), the projects table (named for whichever scope is active), and Needs attention.

Reading the pulse

The Portfolio pulse tile is the headline. The gauge on the left is your portfolio health score. The average Current Score across your active projects, on a 0–100 scale where higher is healthier. Next to it, the health mix bar splits those projects into on track, at risk, and off track; the three chips underneath are clickable and filter the table below to that band. On the right sit three supporting numbers: Active, Completion (a ring showing tasks done out of total tasks), and Overdue (open tasks past their due date). All of them recompute when you change the scope.

Current ScoreHealth shownWhat it means
80–100On trackNothing material is dragging the project down.
55–79At riskReal signals are deducting points, worth a look this week.
Below 55Off trackLoud problems. These sort to the top by default.
Note
The score is explainable
Current Score starts at 100 and deducts points for live signals (overdue and stalled work, budget burn, missed dates), and every deduction is itemized, so you can see why a project scored what it did. Projects with no computed score yet show their stored health pill instead.

Scope, search, filters, and sort

The toolbar above the table has four lenses. Everything and My work are available to everyone. My work means projects you lead or have open tasks on. Including tasks where your linked PSA resource is the primary assignee or a secondary resource, so an engineer who leads nothing still sees their projects. Managers get two extra lenses, Internal and Partner-facing, derived from the PSA project types your admin tagged under Integrations → your PSA's Manage drawer. Untagged types fall out of both.

Search matches on project name, PSA project number, partner, lead, and the project's status in your PSA. Every word you type has to appear somewhere, in any order, so "northwind firewall" finds Northwind Dental's firewall project.

Filter groupOptions
HealthOn track · At risk · Off track
DueOverdue · Due this week · Due in 30 days · No due date
BudgetOver budget (≥100%) · Near budget (90–99%) · No budget set
SyncSynced (named for your PSA) · Current native · Sync conflict · Stale (7d+)
StatusAppears when the workspace's active (non-archived) projects carry more than one distinct status, regardless of the scope or filters you have applied
Status in your PSAYour PSA's own project statuses, in your PSA's order, for example 02. On-Hold or 10. Scheduled. Appears when the projects in view carry more than one
Ownership & riskUnassigned (no PM) · Has open risks

Alongside Filters are two more pickers, All PMs and All teams (with a My teams shortcut if you belong to one), plus a Sort menu: Current Score, Due date, Name, Partner, Lead / PM, Progress, Budget %, Recently updated, Open risks. The default is Current Score ascending, so the projects in the worst shape land at the top. Table and Cards toggle the layout. The badge on the Filters button counts everything currently narrowing the list, and Clear all filters resets them in one click.

Tip
Open, Completed and All
A project counts as done when it is closed in your PSA (your PSA's own closed or complete status), or someone finished it with Mark complete in Current. Reaching 100% never finishes a project on its own: it stays in Open until one of those two happens. The table lists Open projects by default; switch to Completed above the table to list finished projects, newest first by the date they finished, or to All for both. The choice is saved in the page address, so a bookmark or a shared link opens the same view. Template projects never appear here at all. They live in Playbooks. See "Finding completed projects and their history" and "Project templates and PMI playbooks".
Note
Your PSA's own project status
A project synced from your PSA shows the status it has there, word for word, under its name in the table and on its card, and beside the partner name at the top of the project page. Every status your PSA uses shows as is, including ones Current has no word for, such as Waiting on Equipment or Needs to be Scheduled, so there is nothing to map. To change it, change it in your PSA; Current follows on the next sync. Behind the scenes Current still sorts each project as open or completed. A project synced from your PSA counts as completed when its status in your PSA is a closed one, or when someone finished it with Mark complete in Current. Its percent complete never closes it on its own: a project your PSA still has open stays open in Current, even at 100%. A project finished in Current stays completed even when two-way sync is off and your PSA still shows it open.

Rearranging the page

  1. 1
    Grab the grip
    Each tile header has a drag handle on the left. Drag it up or down to reorder Portfolio pulse, Top risks (AI), the projects table, and Needs attention.
  2. 2
    Drag the bottom edge to resize
    Hover the bottom edge of a tile and drag it taller or shorter. The handle is keyboard-reachable, focus it and use the arrow keys.
  3. 3
    Reset if you overshoot
    Once your layout differs from the default, a Reset layout button appears in the page header. It puts every tile back where it started.

Your layout and your last-used scope are saved to your user account, not just the browser, so they follow you to another machine, and they are personal. Nobody else's Portfolio changes.

Archiving a finished project

Archiving is how you retire a finished project without destroying anything. It hides the project from the active Portfolio, from the project picker on the work views, and from reports, but every task, time entry, and document stays exactly where it was.

  1. 1
    Open the project
    Click the project row in Portfolio to open its page. Archiving is available to project managers and admins.
  2. 2
    Click the archive icon in the header
    It sits next to the delete icon, top right. There is no extra confirmation dialog. Current archives immediately and sends you back to Portfolio, and the confirmation offers Undo for a few seconds in case you clicked by mistake.
  3. 3
    Find it again under Archived
    Below the projects table, a collapsed Archived section lists every archived project with its number and partner. Expand it and, if you are a project manager or admin, click Restore to bring one back to the active Portfolio. Everyone else can see the archived list but cannot restore, RLS blocks the write as well as hiding the button.
Heads up
Archived projects leave the AI feeds
An archived project stops feeding the risk insights and briefings. Its stored risks are filtered out of the Portfolio's Top risks tile, the Risk report under Reports, and My Day. That is deliberate: a retired project should not keep raising alarms. If you still want a project to be scored and surfaced, leave it active instead of archiving it.
Heads up
Deleting a project with non-draft time is blocked
Delete permanently removes the project and all of its tasks, phases, dependencies, and comments, and makes you type the project name to confirm. If the project has any time entry that has left draft, submitted, synced, approved, or rejected. Current refuses the delete and offers Archive project instead. Only a project whose time is entirely in draft can be deleted; deleting the rest would destroy PSA billing history. Deleting a PSA-linked project never deletes it in your PSA; re-importing it is then blocked unless an admin allows it on the Sync health page.
Note
Restoring a project the sync archived
If Current archived a project because it was deleted on the PSA side, restoring it brings it back as Current-native. There is nothing left in the PSA to sync against. See "Project modes: PSA-synced or Current-native".

The rest of the toolbar

  • Projects / By acquisition, the second grouping swaps the tiles for the acquisition rollup, for post-merger programs that span many projects.
  • Import, managers only; opens the wizard that imports tasks from a CSV into a project.
  • Sync dots and risk badges, each row carries a sync-state dot next to the name (hover it for the reason), and a red badge counting open risks. See "Reading the sync health dashboard (and fixing a stale sync)".
  • Needs attention, the bottom tile assembles up to six live items: off-track projects, overdue tasks, projects at 90% of budget or more, unassigned tasks, and open PSA sync conflicts. The overdue and unassigned counts cover open tasks on active projects (completed projects are left out), and clicking either line opens the List view filtered to exactly those tasks.

A brand-new workspace sees a sample portfolio behind a banner marking it as sample data; managers can load it in or simply create their first project to go live. What any one person sees here is decided at the database layer by their role and project membership, see "Roles & permissions: who sees what".

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