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Portfolio Settings

Portfolio Settings let you configure the scoring system, team skills, project phase templates, the classification structure, and the contract types used across all portfolio requests and projects. These settings shape how requests are evaluated, how projects are structured, and how items are categorized.

Where to find it

  • Workspace: Portfolio Management
  • Path: Portfolio Management > Settings
  • Permissions:
  • You need portfolio_settings:admin to modify settings
  • Lower permission levels can view but not edit

If you don't see Settings in the menu, ask your administrator to grant you the appropriate permissions.

Scoring Criteria

Define the evaluation criteria used to calculate priority scores for requests and projects.

Mandatory Bypass Setting

At the top of the Scoring Criteria tab: - Mandatory requests automatically score 100 points: When enabled, any request with a criterion value flagged as "mandatory" receives a priority score of 100 regardless of other criteria

Managing Criteria

Each criterion has: - Name: What you're evaluating (e.g., "Strategic Alignment", "Risk Level") - Weight: Relative importance (higher weight = more impact on score) - Inverted: If checked, first value = highest score instead of lowest - Enabled/Disabled: Toggle to include in scoring or not - Values: The scale options in order

To add a criterion: 1. Click Add Criterion 2. Enter the name 3. Set the weight (default is 1) 4. Check "Inverted" if higher position should mean lower score 5. Define the values in order (minimum 2) 6. Optionally flag a value as "Mandatory" (triggers the bypass) 7. Click Save

To edit a criterion: - Click the edit icon - Modify name, weight, inversion, or values - Click Save

To delete a criterion: - Click the delete icon - Confirm the deletion - Note: Existing evaluations using this criterion will be removed

Example criteria: - Strategic Alignment: Low, Medium, High (weight 2) - Business Value: Low, Medium, High, Very High (weight 1.5) - Risk Level: Low, Medium, High, Critical (weight 1, inverted) - Compliance: Optional, Recommended, Mandatory (weight 1, "Mandatory" triggers bypass)

Skills

Define team member expertise areas for project staffing.

Managing Skills

Skills are grouped by category: - Toggle skills on/off to make them available for team assignments - Add, edit, or delete skills as needed

To seed defaults: - If no skills exist, click Seed Defaults to populate with standard IT and business skills - Categories include: Development, Infrastructure, Business Analysis, Project Management, etc.

To add a skill: 1. Click Add Skill 2. Select or type a category name 3. Enter the skill name 4. Click Save

To disable a skill: - Toggle the switch next to the skill name - Disabled skills won't appear in team skill selectors

Phase Templates

Define standard phase structures to apply to projects.

Understanding Templates

Phase templates provide: - Consistent project structures across the organization - Quick setup when creating or planning projects - Optional milestones linked to each phase

System templates: - Pre-defined templates provided by Kadratis - Marked with a "System" chip - Can be edited but provide sensible defaults

Custom templates: - Templates you create for your organization's methodology - Useful for different project types (e.g., Agile, Waterfall, Quick Win)

Managing Templates

To create a template: 1. Click Add Template 2. Enter the template name 3. Add phases in order: - Enter phase name - Check "Milestone" if a completion milestone should be created - Optionally customize the milestone name 4. Add more phases as needed 5. Click Save

To edit a template: - Click the edit icon - Modify name, phases, or milestone settings - Click Save

To delete a template: - Click the delete icon - Confirm the deletion - Note: Existing projects using this template are not affected

Example templates: - Waterfall: Analysis, Design, Development, Testing, Deployment (all with milestones) - Agile: Discovery, MVP, Iteration 1, Iteration 2, Release - Quick Win: Planning, Execution, Closure

Classification

Configure sources, categories, and streams for classifying requests and projects.

A new workspace starts with three sources (IT, Business, Compliance) and five categories, each with a short description (Business Applications, End-user Computing & Services, Infrastructure & Operations, Innovation & Digital Transformation, Cybersecurity), with no stream. Their names follow the workspace language. You can rename, disable or delete them like any other value.

Sources

A source records where a request comes from. The workspace starts with IT, Business and Compliance.

To add a source: 1. Click Add source 2. Enter a name and an optional description 3. Click Save

To switch a source on or off: - Use the switch - A source that is switched off does not appear in selection dropdowns

Categories & streams

A category groups work at a high level. A stream is a finer grouping inside one category.

Structure: 

Category (for example, "Digital Transformation")
  ├── Stream (for example, "Customer Experience")
  ├── Stream (for example, "Operations Efficiency")
  └── Stream (for example, "Data Analytics")

To add a category: 1. Click Add category 2. Enter a name and an optional description 3. Click Save

To add a stream: 1. Expand the category 2. Click Add stream 3. Enter a name and an optional description 4. Click Save

To switch items on or off: - Use the switch on a category or a stream - An item that is switched off does not appear in selection dropdowns

Deleting a category deletes its streams. Kadratis says so before you confirm.

Task types

Task types are the list used on portfolio tasks. See Tasks. A new workspace starts with Task, Bug, Problem and Incident. Each person sees those names in their own language while the name stays unchanged.

To add a task type: 1. Click Add task type 2. Enter a name and an optional description 3. Click Save

To switch a task type on or off: - Use the switch - A task type that is switched off does not appear in selection dropdowns

A task type that tasks still use cannot be deleted. Kadratis says so before you confirm, and counts the tasks that use it. Switch it off.

System items: - A source, a category or a task type marked System can be edited or switched off. It cannot be deleted. - A source, a category or a stream that requests or projects still use cannot be deleted. A task type that tasks still use cannot be deleted. Kadratis says so before you confirm, and counts what uses it. Switch it off.

Best practices

  • Keep the lists of sources, categories, streams and task types short
  • Use categories for major business areas or strategic themes
  • Use streams for more specific groupings within a category
  • Review unused sources, categories, streams and task types from time to time, and switch off the ones you no longer offer

Contract Types

Contract types record how each contributor works with you. They appear as a dropdown on every contributor's Properties panel, and as a filter on the Contributors page. Every contributor starts as Internal.

Four types are created with every workspace:

  • Internal: the default for every new contributor
  • External
  • Apprentice
  • Other

Managing Contract Types

To add a type: 1. Open the Contract types tab 2. Click Add contract type 3. Enter a name and click Save

To rename a type: Click the edit icon, change the name and save. Contributors already on that type keep it.

To switch a type off: Use the toggle. An inactive type disappears from the dropdown for new assignments, but contributors already on it keep it and still show it.

To delete a type: Click the delete icon. A built-in type, or a type that contributors use, is refused before you confirm, with the reason. The count beside each type tells you how many contributors are on it. The four built-in types can be renamed but never deleted. To retire a type that contributors use, switch it off.

Seed defaults: If the list is ever empty, Seed defaults recreates Internal, External, Apprentice and Other.

Contract types are never imported from Microsoft Entra: they are yours to maintain.

Tips

  • Start with scoring: Define your evaluation criteria first so requests can be properly prioritized
  • Use templates: Create templates that match your organization's delivery methodology
  • Keep classification simple: Too many options create confusion; start small and expand as needed
  • Review regularly: As your organization evolves, revisit these settings to ensure they remain relevant
  • Keep contract types few: Four or five types are usually enough to answer "who is internal and who is not"