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Create Portfolio Items

Portfolio items can be created from several locations in Digital.ai Agility. Available methods include adding items directly in the Portfolio Tree, using the quick-add sidebar, creating items on boards and roadmaps, or importing multiple items from Excel.

Permission requirement: Creating portfolio items requires modify permissions on the project and planning level where the item will be created. Portfolio managers and product owners typically have these permissions.

Who Creates Portfolio Items​

Portfolio item creation supports different planning needs:

  • Portfolio Managers create top-level portfolio items representing strategic initiatives, themes, and major programs.
  • Product Owners create features and capabilities to decompose strategic work into deliverable components.
  • Program Managers create portfolio items during PI planning to organize program increment work.
  • Team Leads may create lower-level portfolio items when breaking down larger features for team delivery.

Add from Portfolio Tree​

Create portfolio items directly in the hierarchical tree structure:

  1. Click the hamburger icon Hamburger icon > Portfolio > Planning > Portfolio Tree.
  2. Click Add Portfolio Item or right-click an existing item and select Add Child.
  3. Enter the portfolio item details:
    • Title: Name of the portfolio item
    • Type: Select the portfolio item type (Epic, Feature, Capability, etc.)
    • Project: Assign to a project
    • Owner: Assign an owner
    • Description: Provide details about the portfolio item
  4. Click Save.

For more details, see Add Items to Portfolio Tree.

Add from Sidebar​

Use the quick-add feature from any page:

  1. Click the + icon in the header.
  2. Select the type of portfolio item you want to add.
  3. Enter the asset details in the dialog:
    • Title: Name the portfolio item
    • Project: Select the project
    • Type: Choose the portfolio item type
    • Add other required fields
  4. Click Save.

This method provides quick access to create portfolio items without navigating to a specific page.

Add from Program Board​

Create portfolio items while planning program increments:

  1. Click the hamburger icon Hamburger icon > Increment > Program Board.
  2. Click Add Portfolio Item in the top-right corner.
  3. Enter the necessary information:
    • Title: Portfolio item name
    • Type: Portfolio item type
    • Project: Associated project
    • Program Increment: Target PI
    • Other relevant fields
  4. Click Save.

The portfolio item appears on the Program Board in the selected program increment. For more information on using the Program Board, see Using the Program Board.

Add from Value Stream Board​

Create portfolio items in the context of value streams:

  1. Click the hamburger icon Hamburger icon > Portfolio > Tracking > Value Stream Board.
  2. Click Add Portfolio Item.
  3. Provide the required information:
    • Title: Name of the portfolio item
    • Project: Select the project
    • Strategic Theme: Associate with a strategic theme
    • Type: Select portfolio item type (Epic, Capability, Feature)
    • Description: Add details about the portfolio item
  4. Click Save.

The portfolio item is added to the Value Stream Board and can be tracked through workflow states. For more details, see Using the Value Stream Board.

Add from Roadmap​

Create portfolio items directly on roadmap views:

  1. Click the hamburger icon Hamburger icon > Portfolio > Roadmaps.
  2. Select a project from the Project Navigator if not already selected.
  3. Choose a layout:
    • Click Layout-timeline for Timeline view
    • Click Layout-board for Board view
  4. Click the Add-icon-green icon at the top-right corner of a cell.
  5. Enter a title and press Enter.
  6. The portfolio item is saved to the view. When using a Group By option, the grouping designation is automatically applied to the new item.
  7. Click the newly created item to view details and modify as needed, or use the Portfolio Tree page to edit multiple items at once.

For more information on roadmaps, see Roadmapping.

Import from Excel​

Import multiple portfolio items in bulk using an Excel spreadsheet:

  1. Prepare your Excel file with portfolio item data including:
    • Title
    • Type
    • Description
    • Owner
    • Status
    • Other custom fields
  2. Click the hamburger icon Hamburger icon > Admin > Import/Export > Import from Excel.
  3. Select your prepared Excel file.
  4. Map the Excel columns to portfolio item fields.
  5. Review the import preview.
  6. Click Import to create the portfolio items.

For detailed instructions on preparing and importing data, see How to Import Data from Excel.

Best Practices​

Choose the right location: Create portfolio items where you'll work with them most. Use the Portfolio Tree for hierarchical planning, boards for workflow tracking, and roadmaps for timeline planning.

Complete key fields: Provide essential information like Title, Type, Project, and Description when creating portfolio items to ensure they're properly categorized and trackable.

Use bulk import for migrations: When moving existing portfolio items from other systems or creating many items at once, use the Excel import feature to save time.

Maintain hierarchy: When adding child portfolio items in the tree, ensure they're placed under the appropriate parent to preserve the planning hierarchy.

Associate with strategic themes: Link portfolio items to strategic themes during creation to maintain alignment with organizational objectives.

Use Cases​

Choosing the Right Creation Method Based on Context​

Scenario: Portfolio Manager needs to create 8 new epics for Q2 initiatives, each with different contexts and information availability.

Approach:

Epic 1: Quick capture during executive meeting

  • Method: Sidebar Quick-Add while viewing Portfolio Tree
  • Context: CEO mentions new initiative, need to capture immediately
  • Fields completed: Title, owner, brief description
  • Time: 30 seconds per epic
  • Follow-up: Return later to add details, breakdown, business value

Epics 2-3: During program board planning session

  • Method: Create from Program Board (VAR::PRODUCT_NAME)
  • Context: Planning session with all teams present, need immediate visibility on board
  • Benefit: Epic appears on board immediately for team discussion
  • Fields completed: Title, owner, assigned program increment, dependencies
  • Drag and drop on board to assign to correct PI column

Epic 4: With full details and breakdown structure ready

  • Method: Portfolio Tree Create (full form)
  • Context: Business case approved, requirements documented, ready for detailed planning
  • Fields completed: All fields (title, description, value, estimate, owner, theme, goals, custom fields)
  • Children added: 4 features created during same session (using hierarchy controls)

Epics 5-6: Part of strategic roadmap rollout

  • Method: Roadmap view Create
  • Context: Aligning with timeline and release schedule
  • Benefit: Visualize placement on timeline while creating
  • Fields completed: Title, start/end dates, milestone associations, themes

Epics 7-8: Migrating from spreadsheet planning artifact

  • Method: Excel Import
  • Context: Leadership team maintains strategic plan in Excel, need to sync to VAR::PRODUCT_NAME
  • Benefit: Bulk creation with all fields populated, relationships established
  • Process: Export Excel template → populate 2 rows → import → verify hierarchy

Outcome: All 8 epics created using optimal method for each situation, total time 15 minutes vs. 40 minutes if using single method, team flexibility maximized.

Building Product Hierarchy from Top-Down​

Scenario: New product line being established, need to create full hierarchy from theme → epics → features → stories.

Approach:

Phase 1: Create theme (strategic level)

  1. Navigate to Portfolio Tree.
  2. Create theme: "Cloud Platform Modernization".
  3. Fields:
    • Description: Multi-year initiative to migrate on-premise services to cloud
    • Business value: $2M cost reduction annually
    • Owner: VP Engineering
    • Timeline: 2025-2026 (24 months)
    • Status: Proposed
  4. Save theme.

Phase 2: Create epics under theme (initiative level)

  1. With "Cloud Platform Modernization" theme selected.
  2. Click Create → Epic (creates as child of theme).
  3. Epic 1: "Container Orchestration Platform"
    • Assigned to: Platform Team
    • Target release: Q2 2025
    • Estimate (business value points): 500
  4. Repeat to create 3 more epics:
    • "Cloud Data Migration"
    • "CI/CD Pipeline Modernization"
    • "Monitoring & Observability"
  5. Verify all 4 epics show as children of theme in tree view.

Phase 3: Break down first epic into features

  1. Select "Container Orchestration Platform" epic.
  2. Click Create → Feature (creates as child of epic).
  3. Feature 1: "Kubernetes Cluster Setup"
    • Assigned to: Platform Core team
    • Target increment: 2025 PI-1
    • Estimate: 100 points
  4. Create 4 more features:
    • "Service Mesh Integration"
    • "Ingress Controller Configuration"
    • "Auto-scaling Policies"
    • "Disaster Recovery Setup"
  5. Verify all 5 features show under epic in hierarchy.

Phase 4: Decompose features into backlog items

  1. Select "Kubernetes Cluster Setup" feature.
  2. Navigate to feature details → Backlog Items tab.
  3. Click Create Story.
  4. Create 8 stories covering the feature scope:
    • "Provision GKE cluster in staging"
    • "Configure kubectl access for team"
    • "Set up namespace structure"
    • "Implement RBAC policies"
    • "Create network policies"
    • "Deploy monitoring agents"
    • "Document cluster architecture"
    • "Training session for team"
  5. Assign stories to Sprint 2025-S01 through Sprint 2025-S04.
  6. Verify feature estimate rolls up from story estimates.

Outcome: Complete product hierarchy established (1 theme → 4 epics → 20 features → 80+ stories), all relationships preserved, roll-up reporting automatic, team can start work immediately.

Bulk Portfolio Item Import from Strategic Planning Spreadsheet​

Scenario: Annual planning produced Excel spreadsheet with 25 initiatives (epics) and 100 features, need to import into VAR::PRODUCT_NAME for execution planning.

Approach:

Phase 1: Prepare Excel data

  1. Export portfolio item template from VAR::PRODUCT_NAME..
  2. Open company's strategic plan spreadsheet.
  3. Map columns:
    • Strategic Plan "Initiative" → VAR::PRODUCT_NAME "Epic"
    • Strategic Plan "Capability" → VAR::PRODUCT_NAME "Feature"
    • Strategic Plan "Owner" → VAR::PRODUCT_NAME "Owner"
    • Strategic Plan "Quarter" → VAR::PRODUCT_NAME "Target Release"
    • Strategic Plan "Business Value" → VAR::PRODUCT_NAME "Business Value Points"
  4. Copy/paste 25 epic rows into template.
  5. Set Parent Reference column to establish hierarchy:
    • Epic rows: Leave parent blank (top-level)
    • Feature rows: Reference epic by title or ID
  6. Validate data:
    • All required fields populated (Title, Type, Owner)
    • Owner names match VAR::PRODUCT_NAME users
    • Dates formatted correctly (YYYY-MM-DD)
    • Business value is numeric

Phase 2: Import epics

  1. Navigate to Portfolio Tree.
  2. Click Import from Excel.
  3. Select prepared file.
  4. Review import preview:
    • 25 epics will be created
    • 100 features will be created as children
    • 0 errors, 3 warnings (owners not found, will default to importer)
  5. Resolve warnings:
    • Map "J. Smith" to "John Smith" user
    • Map "M. Johnson" to "Michelle Johnson" user
  6. Click Import.
  7. Monitor progress: "Importing 125 items... 45% complete".
  8. Import completed: 125 items created, 0 errors.

Phase 3: Verify and adjust

  1. Navigate to Portfolio Tree.
  2. Expand all 25 epics to verify:
    • Correct number of child features under each epic
    • Hierarchy structure matches strategic plan
    • Owners assigned correctly
  3. Spot-check 5 random portfolio items:
    • Open details pages
    • Verify description, business value, timeline imported
    • Check custom fields populated
  4. Adjustments needed:
    • 3 features assigned to wrong epic (drag/drop to correct parent)
    • 5 features missing target release (bulk edit to assign)
    • 12 items missing tags (add "2025-annual-plan" tag via bulk edit)

Outcome: 125 portfolio items created in 20 minutes vs. 10+ hours manual creation, strategic plan now executable in VAR::PRODUCT_NAME, teams can begin breakdown and sprint planning.

Creating Portfolio Items on Roadmap for Timeline Visibility​

Scenario: Product Manager preparing quarterly business review, needs to create 6 new features positioned on timeline to show delivery roadmap.

Approach:

Phase 1: Open roadmap in Timeline layout

  1. Navigate to Portfolio → Roadmap.
  2. Switch to Timeline layout.
  3. Set view parameters:
    • Group By: Product Line
    • Show: Features and Epics
    • Timeline: Q1 2025 - Q4 2025 (4 quarters)
  4. Filter to "Mobile" product line.

Phase 2: Create features directly on timeline

  1. Click Create on roadmap toolbar.

  2. New feature modal opens with date context from timeline position.

  3. Feature 1: "Biometric Authentication"

    • Drag new feature tile to March 2025 position on timeline
    • System auto-populates: Start: March 1, End: March 31
    • Product Line: Mobile (inherited from filter)
    • Owner: Mobile Security Team Lead
    • Description: "Support Face ID and Fingerprint login"
    • Business Value: 300 points

  4. Feature appears immediately on timeline in March column.

  5. Feature 2: "Offline Mode"

    • Position on timeline: April-May 2025 (drag to span 2 months)
    • System auto-populates: Start: April 1, End: May 31
    • Owner: Mobile Core Team Lead
    • Description: "Enable app functionality without network"
    • Business Value: 500 points
    • Add dependency: "Biometric Authentication" must complete first

  6. Repeat for 4 more features positioned across Q2-Q3 2025:

    • "Dark Mode Support" (June)
    • "Push Notification Center" (July)
    • "In-App Chat" (August-September)
    • "Widget Support" (September-October)

Phase 3: Visualize dependencies and gaps

  1. Enable "Show Dependencies" on roadmap.
  2. Dependency lines appear showing:
    • "Offline Mode" depends on "Biometric Authentication" (line connecting March → April)
    • "In-App Chat" depends on "Push Notification Center" (line connecting July → August)
  3. Identify scheduling gap:
    • "Dark Mode" scheduled for June, no dependencies, could move earlier
    • Drag "Dark Mode" to May to fill capacity gap
    • Team bandwidth better utilized

Phase 4: Export for business review

  1. Click Export PDF from roadmap.
  2. PDF generated showing 6-feature timeline with:
    • Features positioned by month
    • Dependencies visualized
    • Product line swimlanes
    • Business value indicated by tile size
  3. Attach PDF to quarterly business review deck.

Outcome: 6 features created with accurate timeline positioning in 10 minutes, dependencies visualized during creation (avoiding conflicts), roadmap PDF ready for stakeholder communication, team has clear quarterly delivery plan.

Portfolio Item Hierarchy Correction After Bulk Creation​

Scenario: Team created 40 features over past 2 weeks, didn't establish parent epic relationships, need to organize under 5 epics for proper roll-up reporting.

Approach:

Phase 1: Identify orphaned features

  1. Navigate to Portfolio Tree.
  2. Expand view to show Epics and Features.
  3. Observation: 40 features appear at top level (no parent epic).
  4. 5 epics exist in tree with no children.
  5. Goal: Associate features to correct epics based on domain.

Phase 2: Bulk associate features to epics using grid

  1. Navigate to Portfolio Backlog Grid.

  2. Filter: Type = Feature, Parent = Empty.

  3. Result: 40 orphaned features displayed.

  4. Enable inline editing.

  5. Identify groupings by title patterns:

    • 8 features with "Payment" in title → assign to "Payment Platform" epic
    • 12 features with "Search" or "Recommendation" in title → assign to "Search & Discovery" epic
    • 7 features with "Profile" in title → assign to "User Profile" epic
    • 9 features with "Analytics" in title → assign to "Analytics Platform" epic
    • 4 features with "Admin" in title → assign to "Admin Tools" epic

  6. Multi-select 8 payment features (hold Shift, click rows).

  7. Right-click → Bulk Edit.

  8. Set Parent Portfolio Item: "Payment Platform" epic.

  9. Save.

  10. Repeat for remaining 4 groups.

Phase 3: Verify hierarchy and roll-ups

  1. Return to Portfolio Tree.

  2. Expand all 5 epics.

  3. Verify:

    • "Payment Platform" epic shows 8 child features ✓
    • "Search & Discovery" epic shows 12 child features ✓
    • "User Profile" epic shows 7 child features ✓
    • "Analytics Platform" epic shows 9 child features ✓
    • "Admin Tools" epic shows 4 child features ✓
    • Total: 40 features organized under 5 epics ✓

  4. Check epic roll-up estimates:

    • "Payment Platform" epic: Estimate now shows sum of 8 child feature estimates (780 points)
    • "Search & Discovery" epic: Estimate shows 1,240 points (12 features)
    • Automatic roll-up working correctly

  5. Verify Program Board view:

    • Navigate to Program Board
    • Epics now show correct count of associated features
    • Drag and drop works correctly (moving epic moves all children)

Outcome: 40 orphaned features organized under correct epics in 15 minutes, automatic roll-up reporting restored, portfolio planning and tracking now accurate, no data lost or rework required.

Frequently Asked Questions​

Which creation method should I use: Sidebar, Tree, Board, or Roadmap?​

Choose the creation method based on your current context and what information you have available:

Use Sidebar Quick-Add when:

  • You need to capture an idea quickly (30-second creation)
  • You're in the middle of another task and don't want to navigate away
  • You only have basic information (title, owner, brief description)
  • You'll return later to add full details
  • Example: During a meeting, executive mentions new initiative, use sidebar to capture before forgetting

Use Portfolio Tree Create when:

  • You have full details ready (description, business value, estimates, custom fields)
  • You need to establish parent-child relationships immediately
  • You want to create a hierarchy (epic with multiple features in one session)
  • You need to reference the hierarchy structure while creating
  • Example: Business case approved, requirements documented, ready to create fully-detailed epic with 5 child features

Use Program Board Create when:

  • You're actively planning program increments (PI Planning)
  • You need to visualize placement on board while creating
  • You want to assign to specific PI immediately
  • You're in a collaborative planning session with teams
  • Example: During SAFe PI Planning event, creating epics and assigning to PI-3 column while teams watch on big screen

Use Roadmap Create when:

  • Timeline and dates are the primary concern
  • You're aligning with release schedule or milestones
  • You need to visualize position relative to other work
  • You're planning based on capacity over time
  • Example: Quarterly planning session, placing 6 features on timeline to show delivery roadmap to executives

Use Excel Import when:

  • You have many portfolio items to create (10+)
  • Data already exists in spreadsheet format
  • You need to establish complex hierarchies in bulk
  • You're migrating from another planning tool
  • Example: Annual strategic planning session produced 25 epics and 100 features in Excel, need to import all at once

Summary decision tree:

Need to create 10+ items? → Excel Import
Planning based on timeline/dates? → Roadmap Create
In PI Planning session? → Program Board Create
Have full details and hierarchy? → Portfolio Tree Create
Quick capture with minimal info? → Sidebar Quick-Add

What's the minimum information needed to create a portfolio item?​

Absolutely required fields (cannot save without):

  • Title: Unique, descriptive name for the portfolio item
  • Type: Epic, Feature, or capability level (configured per instance)
  • Owner: Person or team responsible for delivery

Highly recommended fields (should populate immediately or soon after):

  • Description: What the portfolio item delivers and why it matters
  • Status: Proposed, In Progress, Completed, etc.
  • Portfolio/Product Line: Which product or portfolio this belongs to

Important for planning and tracking:

  • Business Value Points: Relative value for prioritization
  • Target Release/Increment: When this is planned for delivery
  • Estimate: Size or effort estimate for capacity planning

Optional but valuable:

  • Theme/Strategic Goal: Alignment to strategy
  • Tags: For filtering and reporting
  • Custom Fields: Org-specific attributes
  • Parent Portfolio Item: For hierarchy establishment

Quick-Add minimum strategy: Use Sidebar Quick-Add to create portfolio items fast with just required fields:

  1. Title: "Mobile Biometric Login"
  2. Type: Feature
  3. Owner: Mobile Team Lead
  4. Click Save (3 fields, 20 seconds)

Then return later to Portfolio Tree to add full details: 5. Description: "Enable Face ID and fingerprint authentication..." 6. Business Value: 300 points 7. Target Release: 2025-Q2 8. Estimate: 50 points 9. Parent: "Authentication Platform" epic 10. Tags: "security", "mobile", "q2-priority"

Benefit of quick-add then enhance:

  • Capture ideas immediately before they're forgotten
  • Refine details during backlog refinement sessions
  • Don't slow down creative brainstorming with excessive data entry
  • Ensures nothing falls through cracks

Data quality gates: Many organizations establish rules like:

  • All epics must have business value before PI Planning
  • All features must have estimates before sprint planning
  • All portfolio items must have owners before work can begin

Check with your Scrum Master or Portfolio Manager for your organization's required fields policy.

How do I ensure parent-child relationships are correct when creating portfolio items?​

Establishing hierarchy during creation:

Method 1: Create from parent (recommended)

  1. Navigate to Portfolio Tree.
  2. Select the parent item (click to highlight).
  3. Click Create → choose child type.
  4. System automatically sets parent relationship.
  5. Example:
    • Select "E-commerce Platform" epic
    • Click Create → Feature
    • New feature "Shopping Cart" automatically becomes child of "E-commerce Platform"
    • Verify parent shown in form: Parent: "E-commerce Platform" epic

Method 2: Set parent explicitly during creation

  1. Click Create from any view.
  2. Fill in new portfolio item details.
  3. Locate "Parent Portfolio Item" field.
  4. Start typing parent name (auto-complete suggests matches).
  5. Select correct parent from dropdown.
  6. Save.
  7. Verify relationship in Portfolio Tree.

Method 3: Bulk import with Parent Reference column

  1. Export Excel template.
  2. Add "Parent Reference" column.
  3. For each row, reference parent by:
    • Parent title (exact match)
    • Parent ID (more reliable if titles might duplicate)
  4. Example Excel rows: 
    Title                  | Type    | Parent Reference
    Mobile Platform        | Epic    | (blank - top level)
    Biometric Login        | Feature | Mobile Platform
    Face ID Support        | Feature | Mobile Platform
    Dark Mode              | Feature | Mobile Platform
  5. Import file.
  6. System establishes all parent-child relationships automatically.

Verifying hierarchy after creation:

Visual verification in Portfolio Tree:

  1. Navigate to Portfolio Tree.
  2. Expand all levels (click expand-all icon).
  3. Check indentation:
    • Theme (no indent)
      • Epic (1-level indent)
        • Feature (2-level indent)
          • Story (3-level indent)
  4. Misaligned items indicate incorrect parent relationship.

Verification in Portfolio Backlog Grid:

  1. Navigate to Portfolio Backlog Grid.
  2. Add "Parent Portfolio Item" column (customize grid view).
  3. Sort by parent.
  4. Identify:
    • Items with blank parent (orphaned, should have parent)
    • Items with wrong parent (need reassignment)

Correcting incorrect relationships:

Option A: Drag and drop in Portfolio Tree

  1. Navigate to Portfolio Tree.
  2. Drag child item onto correct parent item.
  3. System re-parents automatically.
  4. Verify indentation changed correctly.

Option B: Edit parent field

  1. Open portfolio item details page.
  2. Edit "Parent Portfolio Item" field.
  3. Search for and select correct parent.
  4. Save.
  5. Verify in tree view.

Option C: Bulk reassignment

  1. Navigate to Portfolio Backlog Grid.
  2. Multi-select items needing same parent.
  3. Right-click → Bulk Edit.
  4. Set Parent Portfolio Item: [correct parent].
  5. Save.
  6. Verify in tree view.

Impact of incorrect parent relationships:

  • Roll-up estimates don't sum correctly to parent
  • Parent/child progress tracking inaccurate
  • Roadmap view shows incorrect hierarchy
  • PI Planning board doesn't group correctly
  • Reports show items in wrong portfolio/product line

Best practices:

  • Establish parent relationships during creation (not as afterthought)
  • Use "Create from parent" method to avoid mistakes
  • Verify hierarchy in tree view immediately after creating multiple items
  • Run weekly data quality check to identify orphaned portfolio items
  • Include "Parent Portfolio Item" column in grid views for quick visual validation

Can I create portfolio items directly from the backlog or do I need to use the Portfolio section?​

You can create portfolio items from multiple locations, not just the Portfolio section:

Portfolio section methods (designed for portfolio item creation):

  • ✅ Portfolio Tree (full control, hierarchy-focused)
  • ✅ Program Board (PI Planning context)
  • ✅ Roadmap (timeline context)
  • ✅ Portfolio Backlog Grid (bulk operations)

Backlog section methods (story-centric views with portfolio item creation capability):

Create portfolio item from Backlog Grid:

  1. Navigate to Backlog → Grid.
  2. Click hamburger menu (three lines) → Create.
  3. Select "Epic" or "Feature" (not just Story).
  4. Fill in portfolio item details.
  5. Portfolio item created and appears in both:
    • Portfolio views (Portfolio Tree, Roadmap, etc.)
    • Backlog Grid (can filter to show portfolio items)

Create portfolio item from Backlog Item Details page:

  1. Open any backlog item (story) details.
  2. Locate "Portfolio Item" field.
  3. Click "Create New" link next to field.
  4. Quick-create modal opens.
  5. Create feature or epic as parent for this story.
  6. New portfolio item saved.
  7. Story automatically linked to newly created portfolio item as child.

Create portfolio item while viewing sprints:

  1. Navigate to Project Home → Team Room.
  2. Click Create → Feature/Epic (dropdown selector).
  3. Portfolio item created.
  4. Appears in Portfolio views immediately.
  5. Can be assigned as parent for stories in current sprint.

Limitations when creating outside Portfolio section:

  • ❌ Cannot use Program Board creation method
  • ❌ Cannot create with timeline context (no roadmap view)
  • ❌ Cannot see hierarchy while creating (no tree view)
  • ⚠️ More likely to create orphaned items (no parent assigned)

Best practices by user role:

Product Owners/Team Members (story-focused):

  • Often work in Backlog Grid and Sprint views
  • Use hamburger menu → Create or "Create New" links to create portfolio items
  • Quick creation without leaving current workflow
  • Accept trade-off: Less visibility into portfolio structure

Portfolio Managers/Product Managers (portfolio-focused):

  • Primary work in Portfolio section views
  • Use Portfolio Tree or Roadmap for creation
  • Need to see hierarchy and relationships
  • Plan at epic/feature level before breakdown to stories

During PI Planning (collaborative sessions):

  • Use Program Board creation for immediate visual placement
  • Creates portfolio items in PI Planning context
  • Entire team sees new items appear on board in real-time

Recommendation:

  • For ad-hoc single item creation while working on stories → Use Backlog Grid or Details page creation
  • For intentional portfolio planning → Use Portfolio Tree or Roadmap
  • For PI Planning events → Use Program Board
  • For bulk creation → Use Excel Import

What happens to child items when I move or delete a portfolio item?​

Moving portfolio item to different project:

When you move a portfolio item (epic or feature) to a different project:

Child portfolio items (features under epic):

  • ✅ Move with parent automatically
  • Parent-child relationship preserved
  • Example: Move "Mobile Platform" epic → all 5 child features move with it

Child backlog items (stories under feature):

  • ❌ Do NOT move automatically
  • Stories remain in original project
  • ⚠️ Relationship breaks: Stories become orphaned
  • You must manually move stories if they should follow portfolio item

Impact of not moving child stories:

  • Original project: Stories remain, now show "External Parent" warning
  • New project: Portfolio item appears with no child stories
  • Roll-up estimates broken: Portfolio item shows 0 points (children not in same project)
  • Progress tracking inaccurate: Work on stories doesn't reflect in moved portfolio item

Recommended approach when moving portfolio item:

  1. Before move: List all child backlog items
    • Navigate to portfolio item details.
    • View Backlog Items tab.
    • Export list or note story IDs
  2. Move portfolio item to new project
  3. After move: Move child stories individually
    • Navigate to original project backlog grid
    • Multi-select child stories
    • Bulk edit → Move to Project: [new project]
    • Verify stories now appear under portfolio item in new project
  4. Verify relationships restored
    • Portfolio item details → Backlog Items tab
    • All child stories should appear
    • Roll-up estimates should sum correctly

Alternative: Create new portfolio item in target project

  • Instead of moving, create fresh portfolio item in new project
  • Manually move/re-parent child stories to new portfolio item
  • Close or delete original portfolio item in old project
  • More work, but clearer audit trail

Deleting portfolio item:

Child portfolio items (features under epic):

  • ⚠️ Warning displayed before delete: "This epic has 5 child features. Deleting this epic will orphan child features."
  • Children NOT deleted automatically (safety feature)
  • Children become orphaned (no parent)
  • Children remain in Portfolio Tree at top level
  • You must manually delete or re-parent child portfolio items

Child backlog items (stories under feature):

  • ⚠️ Warning displayed: "This feature has 12 child stories. Deleting this feature will orphan child stories."
  • Stories NOT deleted automatically
  • Stories become orphaned (Portfolio Item field cleared)
  • Stories remain in backlog, can still be worked on
  • Roll-up reporting breaks (stories not counted toward any portfolio item)

Recommended approach when deleting portfolio item with children:

Option A: Delete hierarchy completely

  1. Start with lowest level (stories).
  2. Delete all child backlog items first.
  3. Delete child portfolio items (features).
  4. Delete parent portfolio item (epic).
  5. Result: Clean deletion, no orphans.

Option B: Re-parent children before delete

  1. Identify new parent for children.
  2. Navigate to each child item.
  3. Edit Parent Portfolio Item field → select new parent.
  4. After all children re-parented, delete original portfolio item.
  5. Result: Hierarchy preserved under new parent.

Option C: Accept orphans and clean up later

  1. Delete portfolio item (accept warning about orphans).
  2. Child items orphaned but remain in system.
  3. Later, run report to find orphaned items:
    • Portfolio Grid filter: Parent = Empty
    • Bulk edit to re-parent or delete
  4. Result: Fastest deletion, requires cleanup work.

Special case: Accidentally deleted portfolio item with children

  • Undo Delete feature (if within 30 days).
  • Navigate to Portfolio Grid.
  • Click hamburger menu → Undo Delete.
  • Search for deleted portfolio item.
  • Restore portfolio item.
  • Parent-child relationships automatically restored.
  • All children re-linked to restored parent.

Best practices:

  • Think twice before deleting portfolio items with children
  • Consider closing instead of deleting (preserves hierarchy for reporting)
  • Run "child items check" before delete: Portfolio item details → verify Backlog Items tab and child portfolio items
  • Communicate before deleting: Notify teams working on child stories
  • Verify orphans after delete: Run report to catch and fix orphaned items

SAFe® and Scaled Agile Framework® are registered trademarks of Scaled Agile, Inc.

Troubleshooting​

Why don't I see the option to create portfolio items?​

Portfolio item creation requires modify permissions on the planning level and project where you want to create the item. Verify your role has these permissions by checking with your administrator. Also confirm that portfolio item types are configured for your planning level—without type configuration, portfolio item creation is unavailable.

Why does my imported Excel file fail to create portfolio items?​

Excel import requires specific column formatting matching Digital.ai Agility field names. Verify your Excel file uses the correct headers (Title, Type, Project, Description, etc.) and that required fields are populated. Check for special characters in data that might cause parsing errors. Also confirm the target project exists and you have permissions to create items in that project.

What's the difference between "Add Portfolio Item" and "Add Child Portfolio Item"?​

"Add Portfolio Item" creates a root-level item with no parent, appearing at the top of your hierarchy. "Add Child Portfolio Item" creates an item under an existing parent, establishing a parent-child relationship. Use the first for strategic initiatives, the second for breaking down existing work. The choice affects where the item appears in your Portfolio Tree and how it rolls up in reports.

Why can't I select certain portfolio item types when creating an item?​

Available types depend on planning level configuration and hierarchy rules. Some organizations restrict which types can be created at specific levels (e.g., Epics only at portfolio level, Features only at program level). Verify with your administrator which types are enabled for your current context. If creating a child, parent-child type rules may also restrict which types can be children of specific parent types.