Define a common reporting schema
Portfolio reporting works when projects share a small set of fields. Agree on owner, status, due date, priority, and the custom fields used for programme reporting. Keep project name and task permalink in every row.
Separate source data from presentation
Use one raw export tab and one reporting tab. In the reporting tab, build filters or pivots for overdue work, unassigned tasks, status by project, and due dates by week. This separation lets the source refresh safely.
Schedule for the decision cadence
A daily refresh is usually enough for a leadership report; hourly is useful for active delivery reviews. Check that the connected Asana account can see every portfolio project, because API results follow that user's permissions.
Keep the portfolio sheet current
Asana Exporter can save a portfolio export with custom fields and refresh it hourly, daily, or weekly.
See Asana Exporter