Overview #
Portfolios provide a high-level view of multiple projects simultaneously. Rather than reviewing each project individually, a Portfolio allows managers, executives, and stakeholders to monitor the health, progress, and status of an entire collection of related projects from a single screen.
What Is a Portfolio? #
A Portfolio in Workflo is a curated grouping of projects within a workspace. Portfolios are designed for oversight and visibility — they give senior stakeholders a consolidated view of work without requiring them to navigate into each individual project.
Examples of portfolios in practice:
| Industry | Portfolio |
|---|---|
| Accounting firm | All Active Client Engagements |
| Engineering firm | Infrastructure Projects Q1–Q2 |
| Software company | Q3 Product Roadmap |
| Not-for-profit | Active Grant-Funded Programs |
| HR department | Open Positions — All Divisions |
Portfolio Access: Public vs. Private #
Like projects, portfolios can be set to Public or Private:
- Public Portfolio — Any workspace member (who is not a Limited Access Guest) can view the portfolio
- Private Portfolio — Only members explicitly added to the portfolio can access it
Portfolio Roles #
Members of a portfolio are assigned one of three roles:
| Role | Description |
|---|---|
| Admin | Full control over the portfolio: can add/remove projects, manage members, and update settings |
| Editor | Can update portfolio content, add projects, and modify portfolio details |
| Viewer | Read-only access; can view the portfolio and its projects but cannot make changes |
Creating a Portfolio #
Any workspace member (except Limited Access Guests) can create a portfolio. To create one:
- Navigate to the Portfolios section of your workspace
- Click New Portfolio
- Enter a name and description
- Set the access level (Public or Private)
- Add projects to the portfolio
- Invite members and assign their roles
Managing a Portfolio #
Adding and Removing Projects #
Portfolio Admins and Editors can add or remove projects from a portfolio at any time. Adding a project to a portfolio does not change the project’s own membership or settings — it simply includes it in the portfolio view.
Inviting Portfolio Members #
Portfolio Admins can invite additional workspace members to the portfolio and assign them a role (Admin, Editor, or Viewer).
Updating Portfolio Details #
Only Portfolio Admins and Editors can modify portfolio settings, rename the portfolio, or change its access level.
Pinning a Portfolio #
Portfolios can be pinned to your sidebar for quick access. This is particularly useful for portfolio managers who need to check in on a portfolio frequently throughout the day.
Who Should Use Portfolios? #
Portfolios are most valuable for:
- Directors and managers overseeing multiple concurrent projects
- Clients or executives who need visibility without being embedded in every project
- Program managers coordinating a suite of related initiatives
- Partners or principals reviewing the overall state of client work
Best Practices #
- Build portfolios around meaningful groupings. A portfolio is most useful when the projects within it share a common theme — a client, a strategic initiative, a time period, or a practice area.
- Use Viewer roles for stakeholders. Executives and clients who need to see progress but not manage content should be added as Viewers.
- Keep portfolios up to date. Add new projects as they begin and remove completed ones (or leave them to show a full picture of what was delivered).
- Use private portfolios for confidential groupings. If a portfolio contains sensitive client engagements, set it to private to restrict visibility.
