Portfolios

1 Introduction

The Portfolios page offers governance features for portfolio management in your company. You can have an overview of all portfolios in your company, manage portfolio access, delete portfolios, reject or approve requests for changes of portfolio privacy settings.

The Portfolios page contains three tabs: All Portfolios, Alerts, and Privacy Requests.

2 All Portfolios

The All Portfolios tab lists all portfolios in your company. Here you can manage portfolio access and delete portfolios. In the search box, you can search for a portfolio by its name.

In the list, you can see the following items:

• Portfolio Name – This is the name of the portfolio. Clicking the name opens a pop-up window that shows the general information of the portfolio, such as the company name, privacy settings of the portfolio, number of active members (deactivated users are not counted), and a list of the Portfolio Managers.

• Managers – This shows the number of Portfolio Managers in this portfolio.

• Members – This shows the number of active users of this portfolio. The deactivated users are not included in this number.

• Privacy – This shows the current privacy settings of the portfolio.

  • Private – A private portfolio is not discoverable in the Company Portfolios section of the Portfolio Landscape Overview page in the Portfolio Management app. People who want to access a private portfolio need an invitation.
  • Restricted – A restricted portfolio is discoverable in the Company Portfolios section of the Portfolio Landscape Overview page in the Portfolio Management app. People who want to access a restricted portfolio need an invitation.
  • Open – An open portfolio is discoverable in the Company Portfolios section of the Portfolio Landscape Overview page in the Portfolio Management app. All company members can access an open portfolio without being a portfolio member.

• Created – This shows the date on which the portfolio was created.

• Last Modified – This shows the date on which the portfolio was last modified.

• More Options () – Clicking this button opens a menu with the following items:

  • Access management – Selecting this brings you to the Access Management page.

  • Delete – Selecting this allows you to delete the portfolio permanently together with all the data in the portfolio.

2.1 Access Management

After you click More Options () in the list on the All Portfolios tab or the Alerts tab, you can choose Access Management to open the Access Management page. The Access Management page contains two tabs: the Members tab and the Pending Invites tab.

2.1.1 Members

The Members tab shows all users who have access to the portfolio. You can search for a user in the search box by the user name, email, company, or role.

The Add Users button on the upper-right corner allows you to invite new users to the portfolio using their email addresses.

The Remove Deactivated Users button is available when there are deactivated members in the portfolio. Clicking the button allows you to remove all deactivated users from this portfolio. If a deactivated user that you will remove still owns initiatives, these initiatives will no longer have an owner after you remove the user from the portfolio.

In the list, you can see the following items:

• User Name – This shows the user name.

• Email – This shows the email of the user.

• Company – This shows the company where the user works.

• Status – This shows whether the user is active or deactivated.

  A Mendix Admin can activate or deactivate a user on the Members page in Control Center.

• Role – This shows the portfolio access role of the user. For more information about different roles and permissions, see the Access Management section in Portfolio Management.

• More Options () – Clicking the button opens a menu with the following items:

  • Edit Role – Selecting this allows you to change the role of the user.
  • Remove – Selecting this allows you to remove the user from the portfolio.

2.1.2 Pending Invites

When a Portfolio Manager invites a user outside the company to join the portfolio, the user gets an invite via email. The user must first accept the invite, then they can access this portfolio. Until the user accepts or rejects the invite, the invite appears on the Pending Invites tab. After they accept the invitation, they will appear on the Members tab.

The Pending Invites tab shows all pending invites of external users. You can search a user by their email. You can also filter users by their role. The list contains the following items:

• Email – This shows the email of the invited user.
• Role – This shows the access role of the invited user.
• Invite Date – This shows the date the invite was sent.
• More Options () – Clicking this button opens a menu with the following items:
  • Edit Role – Selecting this allows you to change the access role of the pending invite.
  • Delete – Selecting this allows you to cancel the pending invite.

2.2 Deleting a Portfolio

After you click More Options () in the list on the All Portfolios tab or the Alerts tab, you can choose Delete to delete the portfolio.

The Delete Portfolio dialog box opens. If you decide to continue, type DELETE in the text box, and click Delete.

3 Alerts

The Alerts tab lists all the portfolios that no longer have a Portfolio Manager. You can assign new Portfolio Managers to a portfolio or delete the portfolio by clicking More Options () on the list and selecting the corresponding item.

In the list, you can see the following items:

• Portfolio Name – This is the name of the portfolio. Clicking the name opens a pop-up window that shows the general information of the portfolio, such as the company name, privacy settings of the portfolio, number of active members (deactivated users are not counted), and a list of the Portfolio Managers.

• Managers – This shows the number of Portfolio Managers in this portfolio.

• Members – This shows the number of active users of this portfolio. The deactivated users are not included in this number.

• Privacy – This shows the current privacy settings of the portfolio.

  • Private – A private portfolio is not discoverable in the Company Portfolios section of the Portfolio Landscape Overview page in the Portfolio Management app. People who want to access a private portfolio need an invitation.
  • Restricted – A restricted portfolio is discoverable in the Company Portfolios section of the Portfolio Landscape Overview page in the Portfolio Management app. People who want to access a restricted portfolio need an invitation.
  • Open – An open portfolio is discoverable in the Company Portfolios section of the Portfolio Landscape Overview page in the Portfolio Management app. All company members can access an open portfolio without being a portfolio member.

• Created – This shows the date on which the portfolio was created.

• Last Modified – This shows the date on which the portfolio was last modified.

• More Options () – Clicking this button opens a menu with the following items:

  • Access management – Selecting this brings you to the Access Management page.

  • Delete – Selecting this allows you to delete the portfolio permanently together with all the data in the portfolio.

4 Privacy Requests

On the Privacy Requests tab, you can decide whether a Mendix Admin needs to approve the creation of a restricted or open portfolio or any change of privacy settings of an existing portfolio. You can use the toggle on the tab to turn it on or off. For details on privacy settings, see the Different Privacy Settings of a Portfolio section.

The toggle is turned off by default. If the toggle is turned on, as a Mendix Admin, you automatically get a notification whenever someone creates a restricted or open portfolio or changes the privacy settings of an existing portfolio.

On the Privacy Requests tab, you can view all the pending requests. You can approve or reject a request here. Every request contains the following items:

• Portfolio Name – This shows the name of the portfolio.
• Requested By – This shows the name of the user who made the request.
• From – This shows the current privacy settings.
• To – This shows the new privacy settings that are being requested.
• Date – This shows the date on which the request was made.
• Reject – Clicking this rejects the request. When you reject a request, optionally you can fill in a reason to inform the requester.
• Approve – Clicking this approves the request.