Portfolios: group events and scope team access
A portfolio is a named group of events with its own team. Use portfolios when one organization runs programs that different people look after — a clinical education series and a set of community forums, a regional split, an annual flagship and the workshops that feed it. Each portfolio rolls up the events, speakers and sessions inside it, carries a team that can be scoped to see only those events, and hands off to the Report Builder for cross-event reporting.
Video transcript
If one organization runs programs that different people look after, a clinical series and a set of community forums, a regional split, a flagship and the workshops that feed it, this is the tool for that. Portfolios, under Program, in the Build group. Each card is a named group of events with its own team. The events, the team, the speakers and sessions across those events, and the records you’ve tagged into it. Portfolios is in Early Access, so if you don’t see it here, that’s the place to ask for it.
Add Portfolio. A name, a description that says what belongs in it, that’s what shows on the card. A logo if you want one, and a colour, which marks the portfolio everywhere it appears, the card, the filters, the tagging menu. Order decides where the card sits. Everything here can be changed later from the portfolio’s Settings tab. I’ll cancel, we’ve got two already.
Open one. Program, portfolio, the description, and the stat strip, events, speakers, sessions, team. Those speaker and session numbers are counted across the events in the portfolio, so this is also the quickest read on how big a program is. Under it, the next events, and six tabs, Overview, Events, Content, Team, Analytics and Settings.
Events is what’s in and what’s coming up. Add events opens a picker of the organization’s events. Search, tick the ones you want, add. An event can only be in one portfolio at a time, so anything already in another one moves rather than doubling up, and anything already here is marked so you can’t add it twice. The remove control on a row takes the event out of the portfolio. The event itself isn’t touched.
You can do it from the event’s side too. Inside the event, Settings, Details, and there’s a Portfolio field. Pick a portfolio, or No portfolio to take it out. Same result either way. And back at the organization, the Events list has a portfolio filter, so you can see just one program’s events, and a link straight into the portfolio.
Content is the organization-level records tagged into the portfolio, contacts, accounts, awards programs and media, with a link to each list filtered to them. The tagging happens in those lists. In the Contacts directory, tick the people, then Add to portfolio in the bulk bar, and pick one. Sessionboard tells you how many were added and how many were already there. Tagging is additive, a contact can be in several. And the directory has the same portfolio filter, so a portfolio’s team can work from just their people.
Team is who has access beyond your organization Admins, who see every portfolio anyway. Add member puts a colleague on it as a Manager, who can manage the portfolio’s content, or a Member, who can view it. Assign role group attaches one of your organization’s roles instead, so everyone in that role gets the portfolio, including people you add to the role later. Adding someone here doesn’t restrict them on its own. It decides what a portfolio-scoped role can see.
That’s set in Settings, Team, Permissions. Each module has a row for it. Under Events, can only view and manage events in assigned portfolios. Under People, the same for contacts. Awards, interest forms, sites, accounts and files too. Turn one on for a role, and people in that role only see the records that belong to their portfolios. It’s per module, so scope each one you want to partition. And give people their portfolios before you scope the role, because a scoped user with none sees nothing.
Analytics hands off to the Report Builder with the portfolio examples ready. Sessions by event, status breakdown by event, across the events in the group. Pick one and it opens with the columns, filters and sort in place, then reshape it however you like.
So that’s Portfolios. Group the events, tag the records, give each group its team, and scope the roles that should only see their own. The Help Center has this under Program, Portfolios, and Early Access is where you turn it on.
Portfolios is a Beta feature in Early Access. Once it is on for your organization, Portfolios appears in the organization sidebar under Program.
What a portfolio holds
Section titled “What a portfolio holds”| What goes in | How it gets there | |
|---|---|---|
| Events | Whole events. An event belongs to at most one portfolio. | Add events on the portfolio, or the Portfolio field in the event’s Settings > Details. |
| Content | Contacts, accounts, awards programs and media from the organization level. | Add to portfolio in the bulk bar of the Contacts, Accounts, Awards and Media lists. |
| Team | People and role groups who can see or manage the portfolio. | Add member and Assign role group on the Team tab. |
The counts on each portfolio card — events, team, speakers, sessions and tagged items — come from its events and tagged content. Speakers and sessions are counted across the events in the portfolio, so a card is also the quickest read on how big a program is.
Create a portfolio
Section titled “Create a portfolio”In the organization sidebar, open Program > Portfolios and click Add Portfolio.
Give it a Name and, optionally, a Description that says what belongs in it. The description shows on the card and at the top of the portfolio page.
Pick a Color and, if you want one, upload a Logo (500 × 500 recommended). The color marks the portfolio wherever it appears — the card, the portfolio filter on the Events and Contacts lists, and the Add to portfolio menu.
Set an Order to control where the card sits in the list, then click Save.
Everything on the form can be changed later from the portfolio’s Settings tab or the Edit button in its header. Deleting a portfolio removes the grouping and its team assignments; the events, contacts and programs inside it are untouched.
Add events
Section titled “Add events”Open a portfolio and use the Events tab:
- Add events opens a picker of the organization’s events. Search by name, tick the ones you want and click Add. Events already in this portfolio are marked so you cannot add them twice.
- The remove control on an event row takes it out of the portfolio. The event itself is not affected.
An event can only be in one portfolio at a time. Adding an event that already belongs to another portfolio moves it.
You can also assign from the event’s side. In the event, open Settings > Details and choose a portfolio in the Portfolio field, or pick No portfolio to take it out. Either route ends in the same place.
The organization’s Events list has a portfolio filter next to the search box. Pick a portfolio to see only its events, and each event row links to the portfolio it belongs to.
Tag content
Section titled “Tag content”The Content tab shows how many contacts, accounts, awards programs and media items are tagged into the portfolio, with a link to each list filtered to those items.
Tagging happens from the lists themselves. In the organization’s Contacts directory, tick the people you want, then choose a portfolio from Add to portfolio in the bulk bar. The same control sits in the bulk bar of the Accounts, Awards and Media lists. Sessionboard confirms how many were added and how many were already tagged. Tagging is additive — a contact can sit in several portfolios.
The Contacts directory has the same portfolio filter as the Events list, so a portfolio’s team can work from just their people.
Give a portfolio a team
Section titled “Give a portfolio a team”The Team tab lists who has access beyond organization Admins, who see every portfolio.
- Add member adds a person from your organization’s team as a Manager or a Member. Managers can manage the portfolio’s content; members can view it.
- Assign role group attaches one of your organization’s roles, so everyone in that role gets the portfolio at the level you choose. New people added to the role inherit it.
Adding someone to a portfolio does not by itself restrict them. What it does is decide what a portfolio-scoped role can see.
Portfolio-scoped access
Section titled “Portfolio-scoped access”Organization permissions include a scoping row per module — in Settings > Team > Permissions, open a role and look for Can only view/manage events in assigned portfolios under Events, Can only view/manage contacts in assigned portfolios under People, and the matching rows under Awards, Interest Forms, Sites, Accounts and Files. Turn one on, and people in that role only see the records in that module that belong to their portfolios — the events assigned to them, the contacts tagged into them, and so on. Their portfolios are the union of what they were added to directly and what their role group was assigned.
A scoped user with no portfolios sees nothing in that module, so assign the team before you scope the role. Without the scoping option, a role’s access is organization-wide as usual. Roles are covered in Inviting organization team members.
Report across a portfolio
Section titled “Report across a portfolio”The Analytics tab opens the Report Builder with the portfolio examples ready — sessions by event and status breakdown by event across the events in the group. Pick one to open it with its columns, filters and sort in place, then reshape it. See Report Builder.
The Overview tab is the day-to-day view: a stat strip for events, speakers, sessions and team, and the next events in the portfolio with a View All link into the Events tab.
Permissions
Section titled “Permissions”| To | You need |
|---|---|
| Open Portfolios and a portfolio page | Can view portfolios |
| Create one | Can add portfolios |
| Edit, add events, tag content, manage the team | Can update portfolios |
| Delete one | Can delete portfolios |
Organization Admins have all four. The fifth row in the Portfolios group, Can only manage portfolios where added as manager, limits a role to the portfolios where the person is a Manager.