Interactions

Introduction

The Interactions object enables you to record details of the work you do with local organisations and volunteers.

Interactions can be categorised according to a structure unique to each local TSI, meaning they can be used to report on the work of the TSI at regular intervals.

Similarly to Volunteer Registrations, Interactions are only viewable by members of staff at your TSI.

Managing Interactions in Milo

One difference between Interactions and the other objects in the system is you will normally want to view and add an interaction as it relates to a particular Organisation or Contact.

Navigate to an interaction with an organisation

Click on the Organisations tab and navigate to the organisation you are interested in, either by using the global search or a view. Click into the Organisation view. To see if there are any interactions, either scroll to the bottom of the page to view associated entities, or look at the Interactions link at the top of the page. If the number in brackets is greater than 0, there are associated interactions, which you can view .

Objects

Hover over the link to see the main details of the organisations interaction:

Interaction Object

Important: there are two clickable links on each record in the list results. The reference number (Ref) and the name of the contact at the organisation (Contact). You access the volunteer registration by clicking on the Reg number (Highlighted below). Clicking on the Contact will take you to the contact record itself.

Click

So to view the interaction record, simply click on the reference number.

As users at your TSI create interactions, you will build up a kind of ‘case history’ with the organisation, and can see what interactions other staff have had with them.

Navigate to an interaction with a contact

Click on the Contact tab and navigate to the contact you are interested in, either by using the global search or a view.

Click into the Contact view. To see if there are any interactions, either scroll to the bottom of the page to view associated entities, or look at over the Interactions link at the top of the page. If the number in brackets is greater than 0, there are associated interactions.

Object 2

Hover over the link to see the main details of the contact interaction:

Interaction Tab

To view and edit an interaction with a Volunteer, it’s the same process. All you need to do is navigate to a Volunteer Registration record and edit an existing interaction or add a new one.

View and edit an interaction 

When you click into an interaction record (remember to click on the ref number!), you will see the interaction view screen. Data in each record is organised into a number of sections. Scroll down to see the data held on a interaction, broken down into:

  • Interaction subject (whether contact at organisation, volunteer etc.)
  • Interaction details
  • Interaction category

Because a single interaction can only be associated with a single contact, organisation or volunteer, the only associated entity displayed at the top and bottom of the screen is Notes and Attachments, in case you need to attach a document associated with this interaction.

To make changes to an interaction, click on the Edit button at the top of the screen.

Edit

The page will open in edit view, allowing you to update and change any data on the interaction, if you have permission to do so.

Create a new interaction

You can create a blank interaction by clicking on ‘New’ in the interaction screen, but it will save some time to create it directly from the record it relates to.

e.g., click into any Organisation record (if you want to record a new interaction with an individual contact, click into Contacts, for a volunteer, go to the relevant Volunteer Registration – the steps after that are all the same).

To create a new interaction, hover over the Interactions link at the top. This time, click on New Interaction.

New Interaction

New Interaction Button

A new interaction input page will appear. This looks the same as the edit screen, but is blank to allow you to input a new interaction. 

As usual, some fields are mandatory. These are indicated by a red bar next to the mandatory fields. You cannot save until all of these fields have been completed.

Because this interaction has been created from an organisation record, the organisation is already filled in.

To select a contact for the interaction, click on the magnifying glass next to the Contact field.

You can select from recently-viewed contacts, or search for another contact record. Click on the name to add the contact to the interaction.

Remember to select a value for the New Interaction Category specific to your TSI (e.g. New Interaction Category – South Lanarkshire).

Once you have added the mandatory fields plus any other information, click Save. You will then see the view interaction screen as before:

To create a new interaction with a contact, repeat the steps above, but starting from a contact record rather than an organisation record.

To create a new interaction with a volunteer, repeat the steps above, but starting from a volunteer registration record rather than an organisation record.

The contact name or volunteer reference number will be filled in automatically.

Assigning a task from an interaction

This is a built-in Salesforce feature, accessed via the Create New… button.

Create New

While in the view page for an interaction, select ‘Task’ from the Create New… menu.

This will open up a new task related with the interaction.

New Task

Because you clicked to create from the interaction, the new task edit screen is pre-populated as related to that specific interaction, and assigned to you, the user. You can amend this to assign the task to another contact, as on the old system.

Complete the relevant details to assign a task to yourself or someone else related to this interaction (e.g. make a followup call), and click Save.

The task will now appear on the assigned user’s home screen under My Tasks. To view the task, click on the Home tab and scroll down to see My Tasks:

Task Page

You can use the dropdown on the right hand side of the screen to show all open tasks, or just those due in the next few days. If you have left the ‘Reminder’ option ticked, the user will get a reminder when you choose.

To view an existing task, click on the action type under ‘Subject’ to open up the Task view:

Task View

Summary

In the Interactions module, we have covered:

  • Navigate to an interaction with an organisation
  • View/edit interactions
  • Create a new interaction
  • Create a task related to an interaction

These skills are transferrable across the other Milo objects (Organisations, Volunteering Registrations etc.). You can use the same techniques to navigate around Milo and start to explore the other features Milo has to offer.

Remember – for more step by step advice, see the individual training modules. If you have any problems or get stuck, you can contact the Milo team at milosupport@scvo.org.uk

Page last modified on 31st January 2019