This article contains:

Overview
Register Views
- User Permissions in Portfolio View
- Navigating through the Project List
Functionalities of the Project Register

Overview

The Project Register page is set as the default homepage. However, you can change the homepage from the 'My Settings > Landing Page > Home Page' area.

The project register page displays the entire project list of organisation by default. The information displayed in the view can be customised as per your requirements.

Register Views

There are two main views of the project register:

Portfolio Hierarchy View: This view will display the portfolios, programs, and projects in the organisation to provide you with a more user friendly and accurate view of project relationships.

You will see a hierarchy with two levels (program at the topmost level, followed by projects) in your project register, when you are in the portfolio view.
If the portfolio level is activated in your environment, you will see a hierarchy with three levels in your project register. The portfolio projects will be shown at the topmost level of the hierarchy. Programs will be shown at the next level, followed by projects at the bottom level).
By default, all hierarchy levels will be expanded. You can collapse them, if required.
You can filter the portfolio view to view only your projects using the ‘Show All Projects’ toggle button (by sliding it to the left).
If you want to go inside the project workflow to view more details, you can click on the Code of the respective portfolio, program, or project.
You can set up portfolios, programs, and projects using the 'Project Group' field in the 'Details' object.
Standalone projects will be shown at the topmost level (i.e. both portfolios and standalone projects will be shown at the first level of the hierarchy, given that the portfolio level is activated in the environment. If only program and project levels are activated in the environment, standalone projects and programs will be shown at the first level.).
Note: Column sorting and grouping projects by fields/columns functionalities are not available in the portfolio view.

List View : This view will display all projects in the organisation as a list.

You can switch between the two views by using the 'Show Portfolio Hierarchy View' toggle available on the top toolbar of the Project Register(highlighted in the image below). The Portfolio Hierarchy view is switched on by default.

Note: The ‘Show Portfolio View’ toggle button will be hidden if you do not maintain a project portfolio hierarchy in your organisation (i.e. if only standalone projects are available in your environment).

User Permissions in Portfolio View

When the portfolio level is activated:
- If you have permission to view the program and projects linked to them, but do not have the view permission to the portfolio above them, only then will that program and projects be shown as a hierarchy in the project register. The portfolio will be hidden in the project register.
- If you have view permission only to a project, but do not have view permission to the programs and portfolio above that project, only then will that project you have access to, be shown in the project register as a standalone project.
- If you have view permission to a portfolio, but not for the programs or projects below it, then that portfolio will be displayed as a standalone project in the project register.
- If you have view permission to the program, but not for the portfolio above it or the projects below it, then that program will be displayed as a standalone project in the project register.
- If you have view permission to a portfolio and the projects beneath the programs, but do not have permissions to view the programs, then the portfolio and projects will be shown as a hierarchy in the project register. The hierarchy will be of two levels; portfolio and projects underneath it.
When the portfolio level is not activated (i.e. only programs and projects are available)
- If you have view permission only to a particular project, but do not have view permission to the program above that project, then the respective project will be displayed as a standalone project in the project register.
- If you have view permission to a program, but not for the projects below it, then that program will be displayed as a standalone project in the project register.

Navigating through the Project List

You can use the navigation options given at the bottom of the screen to navigate through the project list in both view of the Project Register.

Functionalities of the Project Register

The following functionalities are available within the Project Register.

Instantly update information about multiple projects via the Project Quick Update functionality
Search for projects by specifying search criteria in the Filters area, and save the criteria as templates for future use
View the history of each project
View the sign off history of each project
View the projects of which you are a member of the board and team
Access the Project Hub from the Project Register
Export the Project Register to an Excel sheet
Export the Project Register a Word document
Sort projects by fields/columns
Group projects by fields/columns

Note: Sorting and grouping functionalities, and the ability to export to Word are not currently available in the Portfolio Hierarchy View.

The functionalities available in your environment will depend on the configurations done by your administrator. The sections below will explain each functionality available in the Project Register:

Updating project information instantly via Project Quick Update

Tick the check boxes alongside the project list to select them for any quick updates. Click 'Quick Update' to move to the quick update screen where the selected projects can be updated one by one. (Refer Quick Project Update for more details.)

Customisation and Advanced Search in the Project Register

You can create customised search filters where you can only view the projects that are most relevant to you and set a default search filter which displays every time you perform a search by following the steps below.

STEP 1: Click the downward arrow next to the magnifying glass icon to open advanced search options.
STEP 2: Select the relevant filters as required.
For example, you may only want to view the projects which you are the Project Sponsor, the projects within your Business Unit, or projects that are within the current financial year.
STEP 3: Select the 'Save Search' tick box. This will enable you to set the default search criteria as a template.
STEP 4: Specify a name for the template and click 'Save'.

You can edit or delete the search templates created by clicking on edit template icon.

Click on the 'Clear' button in order to clear filters that have been applied and reset to default.
Change the Advanced search fields through the 'Project Register View' page in Project Settings. Within this section, you can turn the 'Search Visibility' of advanced search fields ON/OFF.
Filter the portfolio view using the simple search and advance search functionalities. The following logics will be applied when you filter the projects in the portfolio view of the register.
When the portfolio level is activated:
- If a particular portfolio and the program linked to it do not satisfy the filter criteria, but the projects underneath the program satisfy the criteria, then those projects will be displayed as standalone projects in the project register. The portfolio and the program will not be shown in the project register.
- If a certain portfolio does not satisfy the filter criteria, but the programs and projects underneath it satisfy the filter criteria, only then will those programs and projects be shown as a hierarchy in the project register.
- If a certain portfolio satisfies the filter criteria, but the programs and projects underneath it do not satisfy the filter criteria, then that portfolio will be displayed as a standalone project in the project register.
- If a certain program satisfies the filter criteria, but the portfolio above it and the projects below it do not satisfy the filter criteria, then that program will be displayed as a standalone project in the project register.
- If the portfolio and project levels in the hierarchy satisfy the filter criteria, but the program level beneath the portfolio does not satisfy the filter criteria, then the portfolio and the projects will be shown as a hierarchy in the project register. Programs linked to the portfolio will not be shown in the hierarchy.
When the portfolio level is not activated (i.e. only programs and projects are available):
- If a project satisfies the filter criteria, but not the program above that project, then that project will be displayed as a standalone project in the project register.
- If a program satisfies the filter criteria, but not the projects below it, then that program will be shown as a standalone project in the project register.

View History of Projects

You can view history of projects, as to what activities occurred in a certain project whilst being in the project register by clicking on the History icon next to each project.

Once you click on the History icon next to a certain project, a pop-up window which displays the history will be displayed as below;

View Sign Off History of Projects

You can view the sign off history information of any project by clicking on the Sign Off History icon adjacent to a relevant project.

Once you click on the Sign Off History icon next to a certain project, a pop-up window which displays the sign off history of the selected project will be displayed as below;

Viewing Projects you are a member of the Board and Team

The Show My Projects/Show All Project slider bar at top will allow you to view all your projects and view all projects in the system respectively.

Accessing Project Hub from the Project Register

You can also view more details about a project or perform quick updates by accessing the Project Hub using the 'Access Hub' icon available against each project in the project register.

You will be directed to the Project Hub page, and the project next to which you clicked on the Access Hub icon in the Project Register will be loaded. For example, if you clicked on the Access Hub icon next to the project title, the same project will be loaded in the Project Hub as below.

This icon will only be shown if your administrator has activated it via the Project Register View page.

Export Project Register to Excel/Word

You can export the project register to Excel or a Word document by clicking on the respective Export icon available on the top toolbar.

Please note that the Export to Word functionality is currently unavailable for the Portfolio Hierarchy View.

Sorting and Grouping Projects

You can sort the projects as per the column titles. For example, clicking on the 'Start Date' column title sorts the projects from oldest to newest.

Records can be grouped by any column dragging and dropping the column header on to the designated line. This can be useful if you are looking at grouping data by Project Type, then Project Owner, or any other required groupings.

For example, in order to group the projects as per project type, drag and drop the 'Project Type' column to drag and drop column area.