The Project Register page is set as the default homepage. However, you can change the homepage from the My Settings > Landing Page > Home Page area.

The project register page displays the entire project list of organisation by default. The information displayed in the view can be customised as per your requirements.

There are two main views of the project register:

• Portfolio Hierarchy View: This view will display the portfolios, programs, and projects in the organisation to provide you with a more user friendly and accurate view of project relationships.

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Figure 2.1

• You will see a hierarchy with two levels (program at the topmost level, followed by projects) in your project register, when you are in the portfolio view.  

• If the portfolio level is activated in your environment, you will see a hierarchy with three levels in your project register. The portfolio projects will be shown at the topmost level of the hierarchy. Programs will be shown at the next level, followed by projects at the bottom level). 

• By default, all hierarchy levels will be expanded. You can collapse them, if required. 

• You can filter the portfolio view to view only your projects using the ‘Show All Projects’ toggle button (by sliding it to the left). 

• If you want to go inside the project workflow to view more details, you can click on the Code of the respective portfolio, program, or project.

• You can set up portfolios, programs, and projects using the 'Project Group' field in the 'Details'  object. 

• Standalone projects will be shown at the topmost level (i.e. both portfolios and standalone projects will be shown at the first level of the hierarchy, given that the portfolio level is activated in the environment. If only program and project levels are activated in the environment, standalone projects and programs will be shown at the first level).

• List View: This view will display all projects in the organisation as a list.

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Figure 2.2

• You can switch between the two views by using the Show Portfolio Hierarchy View toggle available on the top toolbar of the Project Register(highlighted in the image below). The Portfolio Hierarchy View option is switched on by default.

2.1 User Permissions in Portfolio View

• When the portfolio level is activated:

  • If you have permission to view the program and projects linked to them, but do not have the view permission to the portfolio above them, only then will that program and projects be shown as a hierarchy in the project register. The portfolio will be hidden in the project register.

  • If you have view permission only to a project, but do not have view permission to the programs and portfolio above that project, only then will that project you have access to, be shown in the project register as a standalone project. 

  • If you have view permission to a portfolio, but not for the programs or projects below it, then that portfolio will be displayed as a standalone project in the project register.

  • If you have view permission to the program, but not for the portfolio above it or the projects below it, then that program will be displayed as a standalone project in the project register.

  • If you have view permission to a portfolio and the projects beneath the programs, but do not have permissions to view the programs, then the portfolio and projects will be shown as a hierarchy in the project register. The hierarchy will be of two levels; portfolio and projects underneath it.

• When the portfolio level is not activated (i.e. only programs and projects are available).

  • If you have view permission only to a particular project, but do not have view permission to the program above that project, then the respective project will be displayed as a standalone project in the project register. 

  • If you have view permission to a program, but not for the projects below it, then that program will be displayed as a standalone project in the Project Register.

2.2 Navigating through the Project List

You can use the navigation options given at the bottom of the screen to navigate through the project list in both view of the Project Register.

The following functionalities are available within the Project Register. 

• Frozen header row and column up to Project Title for easy scrolling and viewing project details.

• View more records in one page.

• Create new projects via the Project Register.

• Search projects using a filter and save filters as templates for future use.

• View the history of each project.

• View the sign off history of each project.

• View the projects of which you are a member of the board and team.

• View the portfolio hierarchy view.

• Access the Project Hub from the Project Register.

• Access the Project Workflow by clicking on the Project Title.

• Export the Project Register to an Excel sheet or PDF document.

• Sort by ascending or descending order projects by fields/columns.

• Group projects by fields/columns.

• View project statuses having traffic lights for easy identification.

The functionalities available in your environment will depend on the configurations done by your administrator. The sections below will explain each functionality available in the Project Register:

3.1 Freezing Header Row and Columns

The Project Register's header row and columns up to the 'Project Title' column, will be frozen when scrolling horizontally or vertically, for easier viewing purposes. Additionally, the 'Project Title' is now hyperlinked as opposed to the 'Project Code', which will direct you to the relevant project.

3.2 View more records in one page

You can now select the number of projects to be displayed in the page under the ‘Items per page’ dropdown at the bottom. The default value is set to 15 records.

3.3 Create new projects via the Project Register

You can create new projects via the Project Register by clicking the New button at the top-right corner of the page, if the required permissions allow you to do so.

3.4 Register Filter and Search

• View filters according to the sequence setup via Project Settings by an Admin user: Filters will be displayed in the order it has been configured by an Admin, under the Project Register View page.

• The following new filters will be available:

  • Project Status – This filter is now a multi-select dropdown, which will enable you to filter projects by multiple statuses at once.

  • Progress Status – A new multi-select dropdown filter, which will let you filter projects by its 'Progress Status'.

  • Budget Status – A new multi-select dropdown filter, which will let you filter projects by its 'Budget Status'.

• Create Filter Templates – You can now save filter criteria as a filter template which can be reused later to filter the Project Register without having to select filter criteria repeatedly.

  • Once the required filter criteria are selected and the 'Filter Template' dropdown is set to ‘Select Filter Template’, enter a name for the template within the 'New Template Name' text box.

  • Click the Add & Filter button to create the new template, and it will be displayed within the ‘Filter Template’ dropdown once created.

• Create a Default Filter Template – Default filter template selection is optional. Hence, you can click the ‘Save as Default’ tick box if you want to set the created template as the default filter template of your register.

• Edit Existing Filter Templates

  • You can edit the name of the filter templates you created and set them as your default template by clicking the Edit icon in front of the 'Filter Template' dropdown.
    
    

  • This will list down all filter templates created with options to edit and delete. Once the changes are made, click on Save.

  • To change the filter criteria selected in your filter templates, you can select the respective template from the 'Filter Template' dropdown, make the necessary changes to its filter criteria, and click on the Save Template Changes button at the bottom.
    
    

• Delete Filter Templates

  • The created filter templates can be deleted by clicking the edit icon in front of the 'Filter Template' dropdown and selecting the Delete button in the popup.
    
    

  • Since having a default filter template is now optional, you can delete the default template, if needed.

• Share Filter Templates with Users – Admin users can share filter templates created with other users, letting them utilise the same templates without having to create them from scratch.

  • When a new filter template is created, admin users can share it with other users by clicking on the ‘Share With All Users’ tick box. Once the template is created, it will be available under the ‘Filter Template’ dropdown for all users. However, they will not be able to make any changes to the shared templates or delete them.
    
    

  • If an Admin user makes a template the Default Template when creating/sharing the template, that template will still be shared with all users. However, it will not be the Default Template for other users.

  • If an Admin user makes any changes to a shared filter template, those changes will reflect on the respective template of other users.

  • If an Admin user deletes a shared template, it will be removed from ‘Filter Template’ dropdown for other users as well.

• When the portfolio level is activated:

  • If a particular portfolio and the program linked to it do not satisfy the filter criteria, but the projects underneath the program satisfy the criteria, then those projects will be displayed as standalone projects in the project register. The portfolio and the program will not be shown in the project register.

  • If a certain portfolio does not satisfy the filter criteria, but the programs and projects underneath it satisfy the filter criteria, only then will those programs and projects be shown as a hierarchy in the project register.  

  • If a certain portfolio satisfies the filter criteria, but the programs and projects underneath it do not satisfy the filter criteria, then that portfolio will be displayed as a standalone project in the project register. 

  • If a certain program satisfies the filter criteria, but the portfolio above it and the projects below it do not satisfy the filter criteria, then that program will be displayed as a standalone project in the project register. 

  • If the portfolio and project levels in the hierarchy satisfy the filter criteria, but the program level beneath the portfolio does not satisfy the filter criteria, then the portfolio and the projects will be shown as a hierarchy in the project register. Programs linked to the portfolio will not be shown in the hierarchy. 

• When the portfolio level is not activated (i.e. only programs and projects are available):

  • If a project satisfies the filter criteria, but not the program above that project, then that project will be displayed as a standalone project in the project register.  

  • If a program satisfies the filter criteria, but not the projects below it, then that program will be shown as a standalone project in the project register. 

• Close Filter

  • To close the Register Filter, click the Close button.

3.5 View History of Projects

You can view history of projects, as to what activities occurred in a certain project whilst being in the project register by clicking on the history icon next to each project.

• Once you click the history icon next to a project, a pop-up window displaying the history will be displayed as below.

3.6 View Sign Off History of Projects

You can view the Sign Off History information of any project by clicking the sign off history icon adjacent to a relevant project.

• Once you click the sign off history icon next to a project, a pop-up window displaying the sign off history of the selected project will be displayed as below.

3.7 Viewing Projects you are a member of the Board and Team

The Show My Projects/Show All Project slider bar at top will let you view all your projects and view all projects in the system respectively.

3.8 View Portfolio Hierarchy View

The Portfolio Hierarchy View accessed via the ‘Show Hierarchy’ toggle in the Register, will have a clearer view of the Portfolio Hierarchy, with different colours and indentations for different levels of the hierarchy. This will enable you to easily identify how projects are grouped.

3.9 Accessing Project Hub from the Project Register

You can view more details about a project or perform quick updates by accessing the Project Hub using the access hub icon available against each project in the Project Register.

• You will be directed to the Project Hub page, and the project next to which you clicked on the access hub icon in the Project Register will be loaded. For example, if you clicked on the access hub icon next to the project title, the same project will be loaded in the Project Hub as below.

3.10 Export Project Register to Excel/Word

• The Project Register can be exported to a Microsoft Excel or a PDF by clicking on the ‘export’ icon in the toolbar.

  • Excel – Will consist of all columns that have been made visible in the register.

  • PDF – Will consist of only the first 10 columns.

3.11 Sorting and Grouping Projects

• You can sort the projects as per the column titles. For example, clicking on the Start Date column title sorts the projects from oldest to newest.

• Records can be grouped by any column dragging and dropping the column header on to the designated line. This can be useful if you are looking at grouping data by Project Type, then Project Owner, or any other required groupings.

• When the Register is sorted or grouped by a column, it is applied not only to the current page, but to all pages of the Register.