Merge branch 'release/15.4' into dev

2026-06-14 03:30:14 +00:00 · 2025-04-01 03:46:22 +00:00
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 sidebar_navigation:
  title: Portfolio Management and Custom Reporting
  priority: 950
-description: Step-by-step instruction about portfolio management and custom reporting
+description: Step-by-step instructions about portfolio management and custom reporting
 keywords: use-case, portfolio management
 ---

 # Use Case: Portfolio management and custom reporting options

-If you have a lot of projects running at the same time it can be helpful and even necessary to have a meta level overview of your projects, keep track of the project status and due dates. With OpenProject you can do just that.
+If you have a lot of projects running at the same time it can be helpful and even necessary to have a meta-level overview of your projects, keep track of the project status and due dates. With OpenProject you can do just that.

-![OpenProject projects portfolio overview](openproject_projects_overview.png)

-## Creating projects overview
+![Overview of all projects in OpenProject](openproject_use_case_portfolio_projects_overview.png)

-Step 1: To view all projects, first select the **Select a project** dropdown menu, then click on the **Projects list** button.
+## Create projects overview

-![open project list](openproject_select_projects_list.png)
+### Access project list

-Step 2: You will get a list of all the projects that exist in your organization. You can filter the list by various project attributes, such as **project owner** or **creation date**. You can also use project custom fields as filters (please keep in mind that this is an enterprise add-on).  If you have not added any custom fields yet, please see [here](../../system-admin-guide/custom-fields/) how to do it.
+To view all projects, first select the **Select a project** dropdown menu, then click on the **Project lists** button. 
+You can also get to projects overview by selecting **Projects** from the [global modules](../../user-guide/home/global-modules) menu in the top right corner.

-![OpenProject filter projects view](openproject_filter_projects.png)
+![Select a project dropdown menu and a button to open project list in OpenProject](openproject_use_case_portfolio_projects_list_button.png)

-You can then sort the project list by clicking on a column heading, for example by project status.
+### Filter and sort projects

-![OpenProject sort project list by status](sort_by_status.png)
+You will see a list of all projects within your organization. You can filter this list by various attributes, such as **Project owner** or **Created on**. Additionally, project custom fields can be used as filters (Enterprise add-on). If you haven't added custom fields yet, follow the instructions [here](../../system-admin-guide/custom-fields/).
+
+![Project list filters in OpenProject](openproject_use_case_portfolio_projects_overview_filters.png)
+
+You can further adjust this view by adding or re-arranging columns and changing the sorting order. To sort the project list, click on a column heading, such as **Status**. Read more about [configuring project lists](../../user-guide/projects/project-lists/#configure-project-lists-view). 
+
+After you have adjusted the projects overview to your liking, you can save it, 
+[export it](../../user-guide/projects/project-lists/#export-project-lists) or 
+[share it with key stakeholders](../../user-guide/projects/project-lists/#share-project-lists).
+
+### Projects in Gantt view

 You can add a visual component to the overview by clicking on the **Open as Gantt view** button.

-![OpenProject projects Gantt overview](open_as_gantt_view.png)
+![Button to open OpenProject projects overview in Gantt view](openproject_use_case_portfolio_projects_overview_gantt_button.png)

-![OpenProject projects in Gantt view](gantt_view.png)
+The **Gantt charts** module will open and the selected projects will be displayed in Gantt view.

-Step 3: You can also configure this view using the button with the three dots at the upper right corner and select **Configure**.
+![Multiple projects displayed in a Gantt charts view in OpenProject](openproject_use_case_portfolio_gantt_charts_view.png)

-![OpenProject configure projects overview](openrpoject_configure_projects_overview.png)
+You can configure this view using the button with the three dots in the upper right corner and select **Configure view**. Find out more about [Gantt charts configuration](../../user-guide/gantt-chart/#gantt-chart-configuration).

-You will then be led to the **System settings** of the global Administration. If you scroll down the page, you can select which columns are to be displayed in the project list in the section **Settings for project overview list** (you will need to scroll down the page). Please save your changes via the blue **Save** button, at the bottom of the page.
+![Configure projects overview in Gantt charts module in OpenProject](openproject_use_case_portfolio_projects_overview_gantt_view_configure.png)

-![Settings for project overview list](openproject_settings_for_project_overview_list.png)
+## Create custom reports

-If you click on **Edit query** you can adjust the project overview when using the Gantt chart option.
+### Export project reports

-## Creating custom reports
+For creating custom project reports you can use the export function in the work packages table view or in the Gantt charts view.

-### Exporting reports
+![Icon to export work packages in OpenProject](openproject_use_case_portfolio_work_packages_export_icon.png)

-For creating custom project reports you can use the export function in the work packages view.
+You can export the work packages in one of the following formats: PDF, XLS and CSV. Read more about [exporting work packages in OpenProject](../../user-guide/work-packages/exporting/#export-multiple-work-packages).

-![Reports export](openproject_export.png)
+![Work package export options in OpenProject](openproject_use_case_portfolio_projects_export_options.png)

-You can export the work packages in one of the following formats.
-
-![Export options](export_options.png)
-
-To export or print a Gantt chart use the print function (**CTRL+P**) and then save it as PDF. Only information displayed in the main screen area is included. None of the designs or side or top menus are in it. Please see here [how to print a Gantt chart in OpenProject](../../user-guide/gantt-chart/#how-to-print-a-gantt-chart).
+To export or print a Gantt chart, use the print function (**CTRL+P**) and then save it as a PDF. Only information displayed in the main screen area is included. Design elements, side menus, and top menus are excluded. Please see here [how to print a Gantt chart in OpenProject](../../user-guide/gantt-chart/#how-to-print-a-gantt-chart).

 ### Project status reporting

 You can [display and configure the individual project status](../../user-guide/projects/project-status/) on the project overview page.

-For more advanced project reporting requirements, using the Wiki module is another powerful tool. The Wiki allows you to build complete custom reports using embedded work package tables, macros and even embedded calculations.
+For more advanced project reporting requirements, using the [Wiki module](../../user-guide/wiki/) is another powerful tool. The Wiki allows you to build complete custom reports using embedded work package tables, macros and even embedded calculations.

 Here is an example of how a project report wiki could look:

-![Creating custom reports](Wiki.png)
+![Custom status report in Wiki module in OpenProject](openproject_use_case_portfolio_wiki_status_report.png)

 And how the dynamic data, such as calculations, filters, macros and reference language work behind the scenes:

-![Dynamic data](openproject_wiki_editing.png)
+![Editing a wiki page with dynamic data on project details in OpenProject](openproject_use_case_portfolio_wiki_status_report_edit_mode.png)

-For more information about the syntax and how the attributes work please look [here](../../user-guide/wysiwyg/).
+For more information about the syntax and how the attributes work, please look [here](../../user-guide/wysiwyg/).

 If you want to work with multiple Wiki-based reports, you can create a parent Wiki page as a table of contents, for example, on which all the other reports are listed.