Quick start guide

Introduction

Welcome to Milo, the database for Scotland’s third sector interface network.

The quick start guide is intended for users who want to start working with Milo straight away. For a more in-depth, step-by-step guide, please see the individual modules for each section of the database:

This module will allow you to get logged in and using the system.

Logging in

All Milo users require a named licence to access Salesforce. If you do not have a licence, please contact your local Milo lead to find out if one has already been assigned to you, or email milosupport@scvo.org.uk

When you are set up on the system as a user, you will receive an automated email from Salesforce with details of how to log in, with a link to the Salesforce login.

You must create your own password on first-time login. Don’t worry – it’s easy to reset passwords in the event you forget them.

To access Milo, go to https://login.salesforce.com/ and enter your username and password.

Log Screen

This video will show you how you can reset your password within Milo.

First steps and features

The home screen

On login, you will be taken to your home screen – this is where you can see an overview of recent activity, live tasks and events, and any dashboards you have set up. You will see that along the top of the screen there are several tabs relating to different Milo objects (highlighted below), such as Organisations, Contacts and Volunteer Registrations:

Home Screen

Important features

There are some helpful and time-saving features (numbered above) available for use throughout the system – it’s important to be aware of them before you get started, as they will save you some time!

1. Search

Search

One of the most useful features is a global system-wide search. The search field is a bit like Googling within Milo – enter any organisation or contact name to find matching results and associations.

So, you could search for an organisation by using part of its name, by searching for the charity number, or even searching for the phone number.

You could also search for contacts by email address, or volunteer opportunities by the opportunity reference number (e.g. VO12345).

If you want to use partial words, remember to add an asterisk [*] as a wildcard.

2. Create new

Create New

Create new allows you to create a new organisation, contact, opportunity, event or task without going anywhere else in the system (though of course, you should always make sure a record for a new contact etc. doesn’t exist yet!)

3. Recent items

Recent Items

This list will be blank the first time you log in. but as you investigate the system and open more records, your recent history will appear here – very useful for clicking back into a record you were working on earlier in the day without having to search.

4. Recycle bin

Recycle Bin

Lastly, if you accidentally delete a record, fear not – there’s a recycle bin so you can view and restore recently-deleted items if necessary.

Search for, access and edit an organisation

The Organisations tab

The steps used to access each area of Milo are the same, so once you get comfortable with organisations you should be able to access volunteering opportunities, contacts etc. with no problem.

For the Quick Start example, we’re going to look at searching for, accessing and editing an organisation. You could look for a specific record by using the global search, of course, but this is what to do if you want to select from a list of organisations.

The first thing to do is click on the Organisations tab at the top of the screen to get to the Organisations home screen:

Organisation Tab

The Recent Organisations list will be blank, as you haven’t accessed any records yet. Once you have spent some time on the system, the last few organisation records you accessed will display here.

To see some organisation records, you will need to select a view from the dropdown list (highlighted above).

Views

Views

Customisable views are one of the most powerful features of Salesforce. Using these you can create your own unique lists of organisations, contacts, etc., filtered by any criteria you choose.

If you like, you can experiment by clicking on ‘Create new view’ and choosing which fields you want to filter on. See module 01 for more on views.

In the meantime, we just want to access a record, so select the ‘All Organisations’ view from the dropdown menu and you will see an alphabetical list of every organisation on the database.

There should also be a view specific to your own TSI (e.g. Glasgow, Aberdeen City).

Click into any record and you will be able to view the organisation page.

Organisation page

Organisation Page

This page allows you to capture and view information on any organisation. Fields are grouped into different sections: Organisation Details, Basic Profiling, Aims & Objectives etc.

You can expand or contract each section by clicking on the arrow next to the section title. The system will remember which sections you have hidden, so you don’t have to collapse them each time.

Related objects

Above the organisation details is a row (highlighted above) of clickable object: contacts, opportunities etc.

This lets you see at a glance if the organisation has any of these objects related to it – giving you the number of associations in brackets.

If you hover the pointer over these titles, you will see a summary of the different contacts, volunteer opportunities, interactions etc, related to this organisation.

You can also see a summary of all related objects by scrolling to the bottom of the organisation screen:

Objects

Editing an organisation

If you want to amend or add data to a record, simply click on the Edit button above Organisation Detail:

Edit

This will open the record in edit view:

Edit Screen

You can now edit and update any information on the record. The red bars next to some fields denote mandatory fields – these need to be populated in order to save a record.

Once you have made any changes you want to, click on the ‘Save’ button at the top of the screen (highlighted above) to return to the view organisation screen.

Salesforce help and training

Salesforce provides an excellent online help and training directory. While the custom Milo functionality is covered in these training modules, Salesforce has a wealth of other features that could complement your work. If you are interested in exploring Salesforce in more detail.

Click on the Help & Training link at the top right of every screen…

Help & Training

…to go to the Salesforce online training and help hub. You can take online training and access support from the worldwide Salesforce community.

Help & Training

You can usually find the answer to any question about Salesforce by typing your question into the Help search field.

Remember, for Milo-specific questions (e.g. “how do I create a new interaction with an organisation?”), it’s best to refer to the training documentation or contact the Milo team on milosupport@scvo.org.uk – but for questions about Salesforce itself, the online help and training is a fantastic resource.

Summary

In the Quick Start Guide, we have covered:

  • Logging into the system
  • The Home screen, and important features like Create New and Recent Items
  • How to access Organisation, selecting a View, and opening a record
  • Editing an organisation record
  • How to access Salesforce online help and training

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