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About Work / Item Structure

OneDesk has a few work items you can manage in your account, mainly tickets and tasks. These tickets and tasks can be organized into the following objects: portfolios, projects, and folders. Portfolios and folders create structure. Portfolios group projects, while folders group items. Finally, projects group folders and items together. 

Note: You can ONLY share projects and items, not portfolios and folders. In other words the access to and visibility of portfolios, folders, and items is determined by the project.

About portfolios 

Portfolios have one purpose in OneDesk: to provide structure. They are SIMPLE objects and what you can do with them is very limited. Their only purpose is to structure and organize projects in your OneDesk.

Portfolios can contain projects and other portfolios.

You CANNOT share a portfolio. Access to a portfolio is only granted if someone has access to the project(s) that are inside that portfolio. When you create a portfolio, it is only seen by you. The only way another OneDesk user can see the portfolio is if it contains a project that is shared with that user. This rule is in place to ensure that users do not see empty portfolios in their OneDesk just because they are not given access to the projects inside them.

You can view the scope of a portfolio to see only the information from what’s contained within the portfolio. 

The 'project scope selector' where you can view/filter by project or portfolio. 

How to use portfolios

Portfolios serve as containers for projects. Best practice when using portfolios is to have them represent organizations you are working with, or departments within your company. 

Parent portfolios can be used to further stratify these organizations or teams. For example, if you are doing projects for multiple departments within a single customer organization, create a parent portfolio designating the organization at large, with several portfolios within, representing each department.

Keeping portfolios organized and structured is important to differentiating between specific department/team projects.

Note: You can create up to 10 ‘portfolio types’. To create a new type go to Administration > Projects > click the Portfolio tab.

Example of a portfolio with two sub-portfolios

How to create a portfolio

Step 1: Click the 'Add' button at the top of the OneDesk application.

Step 2: Fill out the information for the portfolio, including the name and 'portfolio type' if applicable. Add a Parent portfolio if necessary (This will create a sub-portfolio, and a structure like the above image).

Step 3: Click 'Create Portfolio' to finish.

About folders

Folders help you to easily organize your items. They are simple objects and CANNOT be shared. Access to a folder is only granted if someone has access to the project the folder is in. Folders only help organize and structure items in your OneDesk.

You can move folders to different projects. This will move everything inside the project. 

Create a folder manually

You can create a folder manually from the 'Add' button.

Step 1: Click the 'Add' button at the top of the OneDesk application.

Step 2: Click Folder from the menu.

Step 3: Add a folder name and select which project you want to place it into.

How to click and drag items into folders

You can click and drag on an item or a few selected items to place them into existing folders.

Step 1: Select the checkboxes next to the items you wish to drag and drop into a folder.

Step 2: Click on one of the selected items and hold the mouse down while dragging the items to the folder you want to place them into.

Step 3: Once the folder is highlighted and you see the “Move x selected item(s) here” appear, then release the mouse and your items will place into the folder.

Create a folder from a selection of items

You can easily place a bunch of items into a folder by following these steps:

Step 1: Select the items you wish to place into a folder by clicking on their checkboxes. 

Step 2: Click on the action icon (three dots) next to any one of the selected items.

Step 3: Click Indent Items or use the keyboard shortcut Ctrl+Shift+RIGHT-ARROW to place all the selected items into a new folder.

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