How to create, save, utilize, and share dynamic views in Proggio

In this article, we’re going to show you how to create different types of dynamic views for different purposes.

To learn more about the advantages of dynamic views, click here.

How to create, save, and share a dynamic view in Proggio?

Creating, saving, and sharing dynamic views in Proggio is easy. There are two types of dynamic views in Proggio: 

1) Project Portfolio Dynamic Views 

2) Project Dynamic Views

In this section, we will explain how to create, save, utilize, and share each type of dynamic view for higher productivity and more accurate management while also demonstrating a use case:

Type 1: Project Portfolio Dynamic Views – Making Quick Project Plan Adjustments

The project portfolio dynamic view will help you focus your view on selected workstreams from specific projects. (A workstream is a row of project activities that are completed within a category, such as by a team, or department.)

To create a project portfolio dynamic view, from the Portfolio Map view > Eye icon (top right) > Dynamic view > A window will pop up with a list of saved dynamic views if you have > +Create view > Create a name > Select a project to select the relevant workstreams > Select the workstreams that interest you (click again to deselect) > Click on the green checkmark (center top) > Select the next project that you want to include and repeat the steps until you have all the workstreams from all of the projects that you want to focus on from a high-level perspective > Save the view.  (See graphic below.)

So before you set up your project portfolio dynamic view, you had a clear overall visual status of all your projects at once, like below:

BEFORE: Above is a clear overview of a full project portfolio, displaying the progress status of multiple projects on a collaborative timeline simultaneously. Each row is a project, and every arrow in the row is a milestone.

And after setting up your project portfolio dynamic view, you got a more focused overall visual status of a select number of projects and their details, like below:

AFTER: Above you see 3 selected projects (i.e., Electronic device US, Electronic device India, and Electronic device EU in pink, blue, and yellow respectively) and their specific workstream of activities from the QA departments (QA Software, QA Hardware, and QA Integration) side by side on a timeline. 

And now, every time that you want to revisit this dynamic view, all you have to do is go to the Eye icon > Dynamic view > Select view from the list of saved dynamic views.

Once you have created your project portfolio dynamic view, you can now utilize it to quickly track and monitor if there are any misalignments, conflicting issues, such as resource overload, etc., and instantly adjust any issues on the spot. 

To do so, you will need to select the activity that you want to adjust and a split-screen will appear below, revealing the activity within the full context of the project where it was originally created. After the split-screen appears, you can drag it higher up to find the highlighted activity and make the adjustments accordingly. 

Let’s take for instance that you have an overlap in activities from different projects that need to be addressed by the same department, and you need to change the dates so that they execute one after the other. Take the following steps:

If you’re not already in the project portfolio dynamic view > Eye (icon) > Dynamic views > Select your saved project portfolio dynamic view > Select the activity that you want to adjust and a split-screen will appear below > (You can pull up the split-screen to see more data by clicking and dragging the double dashed header up, pull it down for less, or click on the downward-facing carrot on the left to make the split-screen go away) > From the split-screen, select Eye (icon) > Select Full Project to view the project that the selected activity was created in (it will be highlighted) > From the split-screen (if you have admin approval), you can now change the activity start date by either dragging the activity to the new date, or you can click on the activity > Click on the grey menu box that will appear to the top right corner of the activity > Change the date via the calendar. (See the two methods to change an activity’s start date below.)

Above is an example of how you can instantly make project adjustments when seeing their activities side by side in a project portfolio dynamic view. In this example, the date was changed by dragging the original activity to a new start date on the timeline.

Above is a similar example as the one above where the date was changed by going to the menu of the activity.

As you can see, from the menu item of the activity, you get many other additional options of adjustments that you can make to the activity (i.e., duration of the activity, assigned users, progress status, etc.). 

To return back to the full portfolio view > Eye icon > Default view.

Type 2: Project Dynamic Views – Sharing the Dynamic View

The project dynamic view will allow you to focus your view on either selected activities, workstreams, users, or activity tags within a project.

To create a project dynamic view, Select Project > Eye icon > Create view > Create a name and (in the same window frame) select Activities, Workstreams, (Assigned to Activity) Users, or Tags > For Users or Tags, select your options from the drop-down menu that will appear, and then click Save. / For Activities or  Workstreams, click on the blue button to choose which activities or workstreams you want to track and monitor. > Click on the green checkmark (center top) to save.(See graphic below.)

There are two ways to share this dynamic view with another stakeholder and/or 3rd party vendor. First, is to share with someone listed within your Space: Click on the Share icon (  ) > Select Space member(s) > Select how long the link will be valid for> Share.

If someone is not in your Space, for example, a 3rd party vendor or a client, you can send the link to the dynamic view to yourself, and then share it with them:  Click on the Share icon (  ) > Select yourself > Select how long the link will be valid for> Share. (See graphic below.)

(Note: For security reasons, shared links are valid for a chosen limited time.)

In addition, it is important to note that currently milestones will not automatically appear within project dynamic views, but you can add them in manually.