In this article, we provide the main information necessary to use the platform on a daily basis. From the index below, you can navigate directly to the topic related to your question. Just click on the option that best fits your need😉
Accessing the platform
We have an article that covers all access scenarios: How to log in to the Platform.
Initiatives Center View
The Initiatives Center offers three types of views, depending on the type of analysis or monitoring you want to perform: Portfolios, Projects, and Tasks.
Portfolios: This is the macro view of the Initiatives Center. Inside portfolios, there are several projects.
If you are inside a project and want to return to the portfolio view, just click the button in the top bar on the right side of the screen.
To switch between the various portfolios you have access to, you need to open the dropdown list just below the previous button. There you can search and view all portfolios that the user has permission to access.
Projects: Projects are inside a portfolio, and within them there are several tasks:
When accessing this page, you can also switch between projects. To do this, simply open the dropdown list that displays all projects the user has access to.
Unlike portfolios, here there is no timeline view option, but another feature is available to manage project tasks. Besides the standard view shown above, you can create KPIs by clicking the button next to tasks, which are indicators used to measure the achievement of specific task goals.
Tasks: This is the “micro” view of the Initiatives Center. Tasks are within a project, which is within a portfolio. The goal is to break down project activities and delegate responsibilities to team members to complete different stages of the project. To access Tasks, users can either click on them from the project's kanban view, or select the icon in the upper right bar, which leads to a list of all tasks assigned to the user:
This view is very different from the portfolio and project views, but it is intended to give the user a clear understanding of all pending tasks they need to complete.
By clicking on the task name, the user opens a pop-up where they can view due dates, tags, descriptions, checklists, attachments, etc. This is the most detailed view covering all aspects of the task.
Task Mirroring
With the Task Mirroring feature, you can synchronize tasks that are in different projects and portfolios, so that any update to one task is automatically reflected in the mirrored one.
Use Cases
1) User restrictions in projects
Mirroring can be used when part of the team working on a project cannot view all the tasks.
Two projects will be created—one containing only the 'public' tasks with restricted users, and the other for users with full access. The 'public' tasks can then be mirrored in the restricted project, allowing information and progress to be shared between both projects.
2) Managing cross-functional tasks
Tasks involving two teams can be managed simultaneously in each team's project, without requiring users to enter data in multiple places.
Example: Tasks started by the design team can be created in a “Design Roadmap” project and mirrored to the developers’ project, allowing for shared information.
3) Managerial view of “milestones”
Managers can mirror key milestone tasks from multiple projects into a macro project, allowing them to quickly access relevant progress updates without needing to open each individual project.
How to mirror tasks?
The "Mirror" option is available to all users in the options menu (3 dots), both on the task card and in the task modal.
To perform mirroring, the user must select which project and which stage they want to mirror the task to.
| Important: Only active projects where the user is an administrator or manager will be listed. |
The system only allows one instance of a task per project. Therefore, neither the current project nor others that already contain a mirrored instance of the task will be listed. If the selected project has no stages, the mirroring cannot be completed.
Once mirroring is completed, the user returns to the original project and a success alert is displayed.
How to navigate between tasks?
Assigning people to mirrored tasks
In this section, we will explore two scenarios: 1) People assigned before mirroring; and 2) Adding new people after mirroring.
1) People assigned before mirroring
When mirroring a task that already has people assigned, the system checks if those people are also included in the destination project.
- If yes, they are automatically copied to the new instance.
- If not, the system asks the user performing the mirroring whether they want to add them as members of the project and keep them assigned to the task.
If some users’ permissions are denied, they will not have access to the new instance but will still be able to edit the task from the original project.
2) Adding new people after mirroring
When assigning a new person to a task that has mirrored instances, the system checks whether the user assigning them has access to the other projects.
- If the assigning user does not have access to any other project with mirrored instances, the person will only be added to the current instance.
- If the assigning user has access to other projects, the system will ask whether they want to add the person to those instances as well.
The same logic applies when removing a responsible person.
- If the person is only assigned to that one instance, they will be removed normally.
- If they are assigned to other mirrored instances, the system will check whether the user performing the action has permissions in those projects.
If not, the person will be removed only from the current instance and an alert will be issued.
If yes, the user can choose whether to remove them from all mirrored instances as well.
When users are assigned to other instances of a task they were already responsible for, they receive an email notification.
Mentions in comments
When a user is mentioned but is not part of the current instance of the task, their name appears without a link.
If a user is tagged in a comment in a task instance in project A but does not have permission in project B, opening the task from project A will display the comment with the mention (check this out @User), while opening it from project B will display it as plain text (check this out User).
If the user is later added to project B, the mention will appear in both instances.
| Note: Mention notifications are only sent once, even if the task is replicated in other projects where the mentioned user is also a member. |
Managing in 'My Tasks'
In the 'My Tasks' tab, if a user is assigned to more than one instance of a task, it will appear replicated for all projects where it exists, with an indicator showing it is a mirrored task.
How to undo mirroring?
You can unlink a mirrored task by clicking 'Unlink' in the options menu.
Confirmation is required, and a success alert will be displayed once the link is broken.
Unlinked tasks will no longer be synchronized, but all previously shared history will be retained. The unlinking action is also recorded in the history of all instances that belonged to the mirrored set.
Deleting a mirrored task only affects the current instance and is also logged in the history of all involved instances.
Special cases of the functionality
- If a task originates from an idea and is mirrored, the link to the idea will not be replicated to the other instances.
- When duplicating or unfolding projects, mirrored tasks are copied but do not maintain the mirroring link.
- When moving a project between portfolios, tasks mirrored within the project will not lose their links.
- Deleting the project, portfolio, or the stage where the task is located has the same effect as directly deleting the mirrored instance.
- Completing or canceling projects does not affect the mirroring link between tasks.
Frequently Asked Questions
1) Which items in the task modal are synchronized?
The following are synchronized between mirrored instances:
- Task name
- Description
- Start and due dates
- Attachments
- Checklist
- Comments
- Budget
- Status (not started, in progress, completed, archived)
NOT synchronized:
- Tags
- Stage
- Assigned people*
*Since mirroring can only be done by managers and administrators, they are also able to grant access to the project.
2) How are action origins recorded in tasks?
In the history of the mirrored task, it shows from which project each action was performed.
3) Can mirrored tasks be exported?
Yes! Just like in the 'My Tasks' page, all instances of a mirrored task will be listed during data export. The mirroring link is identified by the column 'Mirroring ID', which will have the same number for all instances of the same task.
What to do if you need help (contacting AEVO support)?
Send an email to suporte@aevo.com.br
Support hours: business days, from 8 AM to 6 PM (BRT).