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Customize Columns

Column customization reflects your organization's portfolio item workflow and status values on the Portfolio Kanban Board.

Who customizes columns: Site Admins define status list types at the system level, Project Admins configure display fields and board layout for their projects.

Permission requirement: Customizing Portfolio Kanban columns requires Project Admin permissions. Step 1 (defining list types) requires Site Admin permissions. Step 2 (managing display fields) and Step 3 (customizing board layout) require Project Admin permissions.

Understand Column Customization​

Portfolio Kanban Board columns represent portfolio item status values. By customizing columns, you control which statuses appear on the board and how portfolio items flow through your delivery process.

Customize in Three Steps​

Column customization involves three configuration levels:

Step 1: Define List Types​

Portfolio Item List Types are definitions of portfolio item detail values. Portfolio Item status values can be represented on the Portfolio Kanban as column headings for visual project tracking, while other list types (such as Type and Priority) define portfolio item detail attributes.

Define Status Values​

  1. Click the hamburger icon Hamburger icon > Admin > List Types > Portfolio Item.
  2. Your portfolio item list types display.
  3. Scroll to the Status list type.
  4. All available portfolio item status values are listed in the order they display in the Portfolio Item Details page.
  5. To add additional status values, click the Add button.
  6. Enter a title (required) and description (optional) for the new attribute.
  7. Click Save.
  8. To update, inactivate, or delete a list type, click the Edit button and choose the appropriate action from the drop-down list.

Step 2: Manage Display Fields​

The Portfolio Item Display Fields function allows you to define which fields display for editing in your project. This is where you make sure the right status values are available in your project.

Configure Display Fields​

  1. Click the hamburger icon Hamburger icon > Admin > Project Workspace Assets under ASSET CUSTOMIZATION.
  2. Select the Project Workspace for your project.
  3. Workspaces with an asterisk (highlighted blue) have a dedicated project workspace.
  4. Any project without an asterisk or highlighting is inheriting its workspace from a parent.
  5. You can either make the change to that parent or create a new workspace for that project.
  6. Expand the Portfolio Item asset and scroll to Status.
  7. Click Show Values in the Type (second) column.
  8. Select the values you want to display and deselect the values you do not want to show.
  9. Go back to your Portfolio Kanban.
  10. The column headings reflect the new value set.

Note: If Tracking Portfolio Items are defined in lower-level projects, the status values applicable to that project are also displayed on the board.

Step 3: Show Rollup Categories (Optional)​

When viewing a Portfolio Kanban, you sometimes just want to know what's not started, what's currently in progress, and what's complete. Configuring rollup categories provides a high-level assessment without tracking across granular status values.

Enable Rollup Categories​

  1. On the Portfolio Kanban, open the Customize menu.
  2. Click the Board Options tab.
  3. Check the Show Rollup Category checkbox.
  4. Click Save.

The Portfolio Kanban board shows three rollup status columns: Not Started, In Progress, and Completed.

Additional Grouping Options​

Group portfolio item cards on the board by different attributes:

  • Parent Portfolio Item: Group by parent item in the portfolio hierarchy
  • Target Team: Group by the team assigned to deliver the work
  • Planning Level: Group by organizational planning level

To change grouping, open the Customize menu and select your preferred option from the Group By dropdown.

Best Practices​

Align with workflow: Ensure status values match your actual portfolio item workflow stages, not idealized processes.

Limit status count: Keep status columns to 5-7 values to maintain clarity and avoid overwhelming the board.

Use rollup categories for executives: Enable rollup categories when sharing the board with stakeholders who need high-level progress views.

Test changes in lower environments: If available, test column customizations in a non-production workspace before applying to active projects.

Document status definitions: Define clear entry and exit criteria for each status using board policies.

Troubleshooting​

Why don't I see the status values I just added in Step 1?​

After adding status values in Admin > List Types, you must complete Step 2 (Manage Display Fields) to make those values available in your specific project. Navigate to Admin > Project Workspace Assets, select your project workspace, expand Portfolio Item > Status, click Show Values, and select the newly added status values. The new columns won't appear until you enable them at the project workspace level.

Why can't I customize columns on my Portfolio Kanban board?​

Column customization requires Project Admin permissions. If you don't see the wrench icon or Customize option, contact your Project Admin or Site Admin to request the necessary permissions. Also verify you're viewing the correct project - customizations are project-specific and may not apply to parent or child projects unless inherited.

Why do portfolio items from child projects show different status values?​

Child projects can define their own status values through dedicated project workspaces. If a child project has its own workspace (indicated by an asterisk in the Project Workspace Assets list), it may use different status values than the parent project. Portfolio items inherit status values from their originating project workspace. To standardize, either have all projects inherit from a shared parent workspace or manually synchronize status values across workspaces.

How do I change the order of status columns on the board?​

The order of status columns matches the order defined in Admin > List Types > Portfolio Item > Status. To reorder columns, edit the Status list type and drag status values up or down in the list. The board reflects the new order immediately after you save changes. Note that this affects all projects using that status list type.