Portfolio reports

Create portfolio reports to aggregate project data across your portfolios or Control Center programs. Choose specific templates from each portfolio or program blueprint, and filter by project status to focus on what matters.

Who can use this?

Plans:

  • Business
  • Enterprise
  • Advanced Work Management

Permissions:

  • Program Lead
  • Additional Lead

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

Portfolio reports let you pull data from project templates across one or more portfolios or Control Center programs into a single report. Use them to compare progress, surface trends, or track work across your entire project landscape.

When creating a report, you can use either of the available report data types:

  • Sheets. Creates a report based on sheets, folders, and workspaces.
  • Portfolios. Creates a report using templates from your portfolios or Control Center program blueprints.

Create a sheets-based report

  1. Select Report scope > Sheets.
  2. Select OK to build a report with a sheet picker.
  3. Follow the wizard to complete the report.
Sheets based report

Create a portfolio report

You must be a Portfolio Admin or Program Lead to access the option to create a portfolio report. You also need access to all relevant portfolios or programs, blueprints, and templates.

  1. Select Report scope > Portfolios.
  2. Under Project status, choose to include active projects, archived projects, or both. This only applies if you're using Control Center programs. 

When using portfolio templates, the report shows only active projects.

Programs based report
  1. Select OK.
  2. Expand each portfolio or program, along with its blueprints, to select one or more templates.
Select programs
  1. Follow the wizard to complete the report.

You can include templates from different portfolios, blueprints, and programs to create cross-portfolio or cross-program reports.

Things to consider

  • Each time you run the report, it reflects the current state of your portfolios and programs. The report only returns project sheet instances that match the filters you defined. For example, if you configure the report to show only active projects, archived projects don't appear.
  • The report's Columns to display, Filter, Group, Summarize, and Sort controls use column information from the templates, not the underlying project sheets.
  • You need to share the report and the underlying sheets with anyone who needs access to the report.
  • To copy the report, select File > Save as new.... This creates an exact copy of the report, which you can then edit to change the templates in scope or other settings.

Delete and archive templates, portfolios, programs, and projects

  • When you delete or archive a project, the report scope automatically updates to remove the associated project sheets based on the project status filter.
  • When you delete or remove a template from a blueprint or a project template from a portfolio, you can't select it anymore, and the report updates to remove the associated projects.
  • Deleting a blueprint removes its associated projects from the scope.
  • When you delete a portfolio or program, the associated projects are removed from the scope, and you can't select them anymore.