Manage Items

An item is any entity within your organization to which personnel, finances, and time can be allocated. An item is defined as a project, a portfolio, an archive portfolio, an Agile project (including backlogs, features, and sprints), a product, a program, an application, a service, a request, or an asset. An item can be scheduled, tracked, modeled, compared, reported against, managed, analyzed, assigned, and archived, depending on what permissions are assigned and views enabled. Every item is placed in a hierarchical structure called the item tree that orders each item in relation to its parent item, any peer item, and every child item.

Adding a new item

When creating an item, identify the type of item you are creating, and define the item summary data.

To add a new item

Open the Projects module.
Select an item from the item tree under which you want to add a new item. Right-click and select New.
In the New Investment dialog box, select the item type.
Click Save.

Adding a new item from a template

You can add a new item using an item template. Choose the type of item that you want to create and then select the template from a list of templates. Finish entering summary details using the New Investment dialog box.

To add a new item from a template

Open the Projects module.
Select an item in the item tree under which you want to add an item. Right-click and select New from Template.
In the New Investment from Template dialog box, select the item type and an item template.
Click Save.

Archiving an item

You can archive an item that you are no longer using but want to keep. When items are archived, all past information is retained: assignments, allocations and actuals. Future allocations and assignments are deleted. For items that inherit their allocations from a parent, you can archive the parent that owns the allocations and all of its children, but you cannot archive the parent only or the children only.

To archive an item using drag-and-drop

Select an item.
Drag-and-drop the item into an archive portfolio.

To archive an item using the right-click menu

Open the Projects module.
In the item tree, select the item you want to archive, right-click and select Archive. The Archive projects dialog lists every item that you are authorized to view.
Enter a word or phrase and click Search to display a list of matches for your search criteria.
To alternate between the tree view and the search results, click Show Item Hierarchy or Show Search Results, depending on the current view.
Select the location in the item tree under which to archive the item and click OK.

Copying an item

You can copy an existing item, modify its summary data and properties, create a new item, and then place it anywhere in your portfolio.

To copy an item

Open the Projects module.
In the item tree, select the item you want to copy, right-click and select Copy.
In the Move/Copy Investment dialog box, under Options, select Make a copy and choose whether you want also copy any related documents, any child item, or tasks.
Click OK.

Deleting an item

If you no longer need an item, you can delete it.

To delete an item

Open the Projects module.
Right-click the item tree, select an item, and click Delete.
In the Delete Investment dialog box, select the Include Children check box if you would like to delete the selected item and any item indented below it.
Click OK.

Editing an item summary

You can modify the properties of an item.

To edit an item summary

Open the Projects module.
Select an item.
Select the Summary tab.
Make your changes.
Click Save.

Moving an item

You can move any item around in the item hierarchy.

To move an item using drag-and-drop

Select an item.
Drag-and-drop the item into the location in the hierarchy that you want it to be.

To move an item using the right-click menu

Open the Projects module.
In the item tree, select the item you want to move, right-click and select Move/Copy. The Move Investment dialog lists every item that you are authorized to view.
Enter a word or phrase and click Search to display a list of matches for your search criteria.
To alternate between the tree view and the search results, click Show Item Hierarchy or Show Search Results, depending on the current view.
Select the location in the item tree under which to move the item and click OK.

Unarchiving an item

You can unarchive an item that you want to reopen for use. When items are unarchived, all past information is retained: assignments, allocations, and actuals. Because future allocations and assignments are deleted during the archive process, they are not restored during the unarchive process. For items that inherit their allocations from a parent, you can unarchive the parent that owns the allocations and all of its children, but you cannot unarchive the parent only or the children only.

To unarchive an item using drag-and-drop

Select an item.
Drag-and-drop the item into an non-archive portfolio.

To unarchive an item using the right-click menu

Open the Projects module.
In the item tree, select the item you want to unarchive, right-click and select Unarchive. The Unarchive projects dialog lists every item that you are authorized to view.
Enter a word or phrase and click Search to display a list of matches for your search criteria.
To alternate between the tree view and the search results, click Show Item Hierarchy or Show Search Results, depending on the current view.
Select the location in the item tree under which to unarchive the item and click OK.

Viewing item properties

Use the Investment Properties dialog to view and modify item properties.

To view item properties

Open the Projects module.
Right-click the item tree and select Properties to open the Investment Properties dialog box.