Archiving Project in Control Center Should Also Remove Project from Portfolio WorkApps

Samuel Mueller

When you archive a project in control center, it does not remove the project from Portfolio WorkApps. This leads to confusion for project owners and others shared to the project when they still see their archived projects within WorkApps. The only way to remove a project from WorkApps is to delete the project from control center, which is not best practice. So you have to archive your project in control center, and then you have to delete the project from control center. Hopefully there is a fix for this coming.

Matthew Rutledge

This is potentially a huge time waste issue. I have a use case where we may be autoprovisioning dozens of projects a week. It is already cumbersome that an auto-archive feature doesn't exist in Control Center, but now it appears that after the initial manual archive step, I will have to go in a second time and manually delete the projects from control center after archiving, to get the workapp to go away (and you lose your historical data in control center because you are not keeping a running archive anymore). Also you cannot bulk select projects in Control Center to perform a delete, so these will need to be manually deleted one at a time. This is a huge dissatisfier.

Kayla Q

YEEEEESSSSSSS

MCorbin

Oh my gosh - I just set up my Portfolio WorkApp blueprint last night and discovered this.... REALLY not happy to find out you reported this almost a year ago???? Ugh!

Thanks at least for the work-around. Going to delete projects from Control Center - but agree that it's not a best practice and I'm not happy about it. 😣🤬

Julie Fortney

@Samuel Mueller @MCorbin Thank you for posting this info about Portfolio WorkApps! I'm working on a build for a customer now, and I'm debating whether to put much effort into the WorkApps portion, as it might cause them more grief than it's worth. They don't have a lot of bandwidth to maintain their solution.

We also hope to get Advance for ourselves soon, so this will help me get a head start on considering our own build. :)

A couple of questions I'm hoping you can provide some perspective on:

1. The help article states that there is a 50-sheet limit per portfolio. Does that mean you're limited to 50 assets per project, or are you limited to 50 sheets in the entire WorkApp? Surely not the latter, because most people are going to have more than 50 projects per blueprint at any given time.
2. Have you run into any other gotchas with Portfolio WorkApps that you didn't anticipate?

Thanks!

Julie

Samuel Mueller

Hey @Julie Fortney. Couple things to know,

• commenting with the '@' does not bring up a matching list of colleagues, you would have to type out the entire email.
• You cannot view cell history from a work app.
• Another important thing to know is you can only have one portfolio admin, so if you need to change anything, only the admin can do so - the caveat on that is the project owner (if licensed) can change their WorkApp(s).
  • if someone leaves, the admin can't transfer the project, you have to call support
  • only the admin can do things like adjust roles, etc..
• When you archive the project, the WorkApp is not removed

You are correct on number 1, 50 assets per project. We have a couple portfolio WorkApps in the hundreds of active projects.

I did talk to some product owners, and I do believe they are working to improve some of these shortcomings, but it will likely be months away.

MCorbin

@Julie Fortney I read it as 50 assets per blueprint/project. But so far I haven't run into either limit - I'm still getting it up and running.

Not so much "Gotchas" as..."what a pain"

• Sharing is managed in 2 places - Blueprint and in your intake sheet. Be warned that in your Intake Sheet, you can only add up to 20 contacts in a contact cell.
• Blueprints are maintained in 2 different places - in the Blueprint and within the WorkApp - so you need to know what is maintained where - and make sure you set up your rules for which pages are visible in which views (inside the WorkApp) before you provision projects.

I've been working on building my WorkApp blueprints since Engage - if you'd like to get on a call and talk through what I've done, I'm happy to do that.

Samuel Mueller

@Julie Fortney I also want to add that despite the things mentioned above, Portfolio WorkApps is still super useful and recommended. It's been a great tool for us. Just hoping for some improvements

Michelle Choate 2

This has been a frustrating thing I have been dealing with and a reason I have not put much time into a portfolio workapp for my company as of yet. I hate the double steps that are required and retaining projects is important to us so deleting is not a great option.

Samuel Mueller

@Genevieve P. I'm pretty sure this idea is a reality now - not sure what you do with these after the fact.

Genevieve P.

Great catch! Yes, this update has been released - I've adjusted the status. 🙂

Estelle Redding

Yes! Agreed! Definitely vote up for this request, please! If there were a way to grab a snapshot in time as well, just to show how it was set up (we customize each WorkApp) would be great, too. For our more complex projects, we take screenprints of each role and PDF them. To do this as part of the archival process would be great.