Does your portfolio status roll up automatically from each project, instead of being compiled by hand?

If every project uses the same status fields, portfolio views in Asana, Smartsheet, Monday or Jira show everything on one live page.

How to automate it

How to automate “roll up status from many projects into one view”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

90 min

typically, once a week

65%

of the time can be automated

Some setup

to set up

Fix 1 of 2

Software featureBest fix

Roll status up automatically in a portfolio dashboard

When every project keeps status in the same fields, portfolio views in Smartsheet, Asana, Monday, Jira or Microsoft Planner roll it up for you.

Typically saves about 55% of the time3 h to set up

1Agree the same status fields for every project (RAG, % complete, next milestone, top risk).
2Set up a portfolio view (Asana Portfolios, Smartsheet dashboards, Monday dashboards, Jira Plans, Planner premium).
3Ask project leads to update the fields by a set time each week.
4Share the live link instead of a compiled report.

Tools: Asana Portfolios · Smartsheet dashboards · Monday.com dashboards · Jira Plans · Microsoft Planner

Fix 2 of 2

Turn your rough notes into the weekly update with AI

Jot bullet points through the week; AI turns them into a clean update in the format your manager expects.

Typically saves about 60% of the time5 min to set up

1Keep a running note of what you did and what is blocked.
2Paste the note and last week's update (for format) into the AI assistant.
3Use the prompt below and check every fact.
4Send it or post it.

Prompt to copy

Turn my rough notes into this week's status update. Match the format and length of last week's update. Group by project, lead with results, flag anything blocked and what I need. Do not add anything that is not in my notes.

Last week's update:
[PASTE]

My notes this week:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

Quick wins

Have you tried…

Does your portfolio status roll up automatically from each project, instead of being compiled by hand?: If every project uses the same status fields, portfolio views in Asana, Smartsheet, Monday or Jira show everything on one live page.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Program manager / PMO

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