Portfolio workload and Universal workload

Workload gives you a visual snapshot of team capacity and a closer look into what your team is working on across projects — all in one place.

You can view workload based on task count or effort. You also can set capacity for each team member to quickly see when someone has too much work.

Access workload from portfolios

Click portfolios on the sidebar, select a portfolio, and then navigate to the Workload tab.

User lists are populated by anyone who has work assigned to them in the projects in the portfolio.

Create a team portfolio to see your team’s work across projects. Create a portfolio across teams to see important projects you own that are shared by multiple teams. 

Custom fields

Set custom fields based on priority to get a sense of task weight. 

Filter

Filter your workload view by role and person.

• Filter by person
• Search by “Role”.
• Save a view as the default view for everyone. From the drop-down menu next to the project's name, select Save layout as default.

Universal workload

Universal workload allows you to view the global capacity of a team by pulling data from tasks and subtasks across all projects into a workload view. Tasks and subtasks must be assigned, have a due date, and belong to a project to be accounted for in the capacity trendline.

Create a universal workload

From Reporting:

1. Click + Create
2. Add people to see their workload
3. Edit workload by clicking the drop-down next to the name and selecting Edit workload details. 

Click the Share button at the top right corner of your workload view to share your universal workload. Whoever is looking at the workload view must have permission to see the task. Otherwise the task will not show up on the workload view.

Filters in universal workload

Within the workload view, click Filter. Chose from:

• Task completion status
• Include tasks from: Show tasks from a specific project, portfolio, team, or the entire organization.
• Exclude tasks from: Exclude tasks from specific teams, portfolios, projects, and projects owned by specific people.
• Task type: Show tasks, milestones, or approvals.
• Subtasks filter: Show subtasks in the results, or exclude subtasks from the results.
• People: You can select the people you want to see in your workload view and search by name and role.
• Hide projects: You can hide certain projects from appearing in your workload. However, if the task is multi-homed in another project, it will still show up.
• Exclude tasks from specific projects: This filter will exclude all tasks in the selected project. Even if they are multi-homed in other projects, tasks won't show up.

Edit the effort for your team

View and edit the effort of your team members using workload. Use hours, points, or percent as your workload effort. 

1. Click the effort icon
2. Click Edit effort

Hours and points allocation

When you choose hours or points as effort, they are divided evenly over any days they are spread over. If a task takes more than one day to complete, effort will be split evenly over weekdays. If a task goes from Friday to Monday, it will be 5 hours on Friday and 5 hours on Monday.

Percent allocation

Decide the percentage of time that should be spent on a specific task and distribute it over as many days as needed. If you plan to work on a task for 50% of your time in a week, that task will take up 50% of your time throughout the entire week.

Use start dates to account for tasks that take more than one day to complete.

Weekends in workload

Workload doesn't spread effort during weekends unless it needs to. If you have a 10-hour task with a start date of Monday and due date of Sunday, it will take 2 hours per day during weekdays. However, if a task has a start date of Saturday and a due date of Sunday, then it will take 5 hours per day.

Hover states

Hover on an individual's chart to see a count of their tasks on a given day.

Hover over a specific day column header to view multiple team members' total tasks on a given day. Hover over a person's name to see their total task count or effort over time.

Drill-down view

Click on the caret to show projects and tasks per person in drill-down view.

You can open the project status modal by clicking the project name.

Drag and drop tasks

Drag and drop tasks to reschedule the time or reassign them to another person within a project.

• When you reassign tasks, the schedule is locked to reduce errors. After reassigning, you can then drag the task to reschedule.
• You can create tasks in workload view by clicking directly on your workload under the assignee, date, and project that you'd like to schedule and type in your task name. You can then click on the task's details to add additional information.

Multi-select bulk rescheduling: press the Command/Control key, and click on all the tasks you want to reschedule and/or reassign while pressing the Command/Control key.

Zoom

Click on the Zoom button to select between Days, Weeks, Months, Quarters, Half-Years, or Years. Click on Today to quickly come back to the present day.

Use zoom to adjust your view based on your work planning and monitoring time frame.

Subtask count on workload

You can view the number of subtasks on a particular task directly from workload.

The subtask count will appear next to the task name on workload in drill-down view.