Portfolio Mirror Column with Filtering Function

Description

Hi There :slight_smile:

My company manages many product projects, in which each has complex milestones and steps included. We have started using Monday to project-manage these products from Project Kick-Off to Launch.

Currently we have over 400 projects that are linked to a Portfolio Board to show an overview of each projects status and information. Each Project has it’s own project board that includes around 7 Milestones (set-up as Groups), and 2-8 tasks within each milestone (set-up as Items under each Group).
We have these items assigned to different users within our large team and have a due-date set as a timeline column for the task to show in the users ā€˜My Work’ list as a prioritised to-do list.

What we are after is to be able to see specific dates from the Project Boards show in the Portfolio Board. For example show the latest date of an item within the ā€œShippingā€ Milestone group.

What are you trying to achieve

I’ve read other community members post similar function requests but not exactly the same. I’m hoping someone has a suggestion or can help me create an integration or app that can do this.
How I see this best achieved is by using a mirror column in the portfolio view, however this column will reference every items date (regardless of group). What I would love is to have the ability to apply a filter directly to this mirror column that can isolate the dates I want it to reference. For example filter by group name, or item name. An additional feature for this that would be very helpful would be to select whether if shows ā€˜Earliest Date’, ā€˜Latest Date’, or both.

I’ve tried a few workaround such as creating a new column in each project board that only stores the dates that I want to see in the portfolio. Then using a standard mirror column in the portfolio to show the dates entered. This works however this gets clunky as I’d like to show multiple dates in the portfolio.
Thanks!

Hi @ShaunTur

If you are open to use app, I recommend to have a look at the Rollup Multiple Boards app. This app does not use mirror columns - just normal monday columns - to aggregate data form multiple (project) boards into a master board. The app supports filtering and with the filters setup correctly you can have a timeline (or latest date) per group in your project boards.

Hello @ShaunTur
Right now, mirror columns can’t be filtered by group or item name, and they can’t calculate things like earliest or latest dates from only part of a board. They will always pull in all linked values.

Because of that, the cleanest and most reliable setup is what you already started doing. Capture key milestone dates on each Project board first, like a Shipping milestone date that reflects the latest task in that group, and then mirror those single columns into the Portfolio board. It scales much better and keeps the Portfolio readable.

Some teams also switch to one item or subitem per milestone instead of groups, which makes mirroring even more predictable.

These articles explain the limits and the common patterns pretty well

https://support.monday.com/hc/en-us/articles/360001261159-Mirror-Column
https://support.monday.com/hc/en-us/articles/360001235445-Connect-boards-columns
https://support.monday.com/hc/en-us/articles/360013465659-Subitems

Dr. Tanvi Sachar
Monday Certified Partner, Monday Wizard