What are Portfolio Lookups?

Portfolio Custom Lookups and Portfolio Custom Fields are added and maintained by an Administrator. The following lookups are included in the solution for portfolio planning, such as Department (required for Resource Planning) and Role (required for Resource Planning).

Lookups are maintained separately from custom field definitions to enable easier sharing of lookups between custom fields. Remember to define the Custom Portfolio Lookup List before defining a Portfolio Custom Field that will reference it.

An example of how Porfolio Lookups is for Cost Planning. If your organization will be tracking hardware costs per vendor, you would create a vendor lookup table. Then, when entering budgeted costs for hardware, the user could specify how much is budgeted per vendor. If the values are to be entered in the portfolio tool directly (cost planner, resource planner, etc.), then follow the steps in this article.

1. Navigate to Portfolio Lookups

  1. Select the Settings Gear icon on the Icon Bar.
  2. Under the Configuration heading, select Portfolio Lookups.

2. Add a New Portfolio Lookup

Click Add to create a new Portfolio Lookup.

2.1. Complete Lookup Form

  1. Name: Enter the Lookup List name.
  2. Desc: Enter the Lookup List description.
  3. Enter the Lookup List values.
  4. When finished, click the OK button.

2.2. Working with the Lookup Window

The following buttons are available for moving, adding, and deleting the rows. The buttons will be grayed out when not applicable.

  1. Add: Adds a new row to the end
  2. Insert: Inserts a new row above/before whatever row is selected.
  3. Delete: Deletes a row that is longer needed. Note: you may not delete a row if it is already in use in the Portfolio cost planning tools.
  4. Hierarchy: Click and drag rows above and below to move them. The blue arrow indicates the selected row wlll go below the arrowed row as a child. The green bent arrow indicates the selected row will go below the arrowed row, but not as a child.
  5. When finished, click OK.

3. Modify Existing Lookup List

  1. Select a Lookup List to highlight the row.
  2. Click Modify.
  3. Makes changes.
  4. When finished, click the OK button.

4. Delete Existing Lookup List

  1. Select a Lookup List to highlight the row.
  2. Click Delete.

4.1. Confirm Deletion

Click OK to confirm deletion of the Lookup List.

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