Milo holds information about all different types of organisations e.g.:
- Voluntary Organisations
- Statutory Organisations
- Private Companies
- Educational establishments
These are managed using the Organisations object in Milo.
For an Organisation, Milo provides a wide range of fields in which data can be recorded. It also allows contacts to be linked to an organisation, holding details of the role and the location at which they work.
Where an organisation has a number of offices, shops, outreach offices etc., you should create a new record for each office and associate them to the parent office as a branch.
Organisation records are the heart of the system. Most other parts of the system interact with organisations in some way, including contacts, volunteer opportunities, interactions and memberships.
Click on the Organisations tab at the top of the screen to go to the Organisations home page. By default, you will see a list of recent organisations you have accessed. By clicking on the ‘View’ dropdown above the list of recent organisations, you can select ‘All Organisations’, which will provide an alphabetised list of every organisation on the system.
There should also be a view specific to your local TSI, e.g. Edinburgh.
When you create your own views, these will also be visible on this dropdown.
You can search for any record on the database using the Global Search box at the top of every screen.
To search for an organisation, simply type the name or part of the name into the search box. You can use * as a wildcard. Try typing ‘Pet Fostering’. You will now see any contacts, interactions, organisations, volunteer opportunities or volunteer registrations associated with the search phrase.
Alternatively, you can use views (see module 01) to set up a specific filter for organisations, e.g. ‘all organisations in my TSI area’, ‘all organisations which are social enterprises’, ‘all organisations within G1’. The My Organisations view will return all contacts you have personally created.
Whichever method you use will return a list of organisations. Click on any of the organisation names to access the record.
When you click into an organisation record, you will see the organisation view screen. As in the old system, data in each record is organised into a number of sections. Scroll down to see the data held on an organisation, broken down into:
- Organisation details
- Basic Profiling Data
- Neighbouthoods Served
- Aims & Objectives
- Policies and Quality Standards
Associated entities are displayed at the bottom of the screen. This is where you can view any contacts, volunteering opportunities, interactions or membership records associated with the organisation record.
You can also see these entities at the top of the organisation record. Hover the pointer over one of them to see associations, e.g. volunteering opportunities:
To make changes to an organisation, click on the Edit button at the top of the screen.
The page will open in edit view, allowing you to update and change any data on the organisation, if you have permission to do so.
The easiest way to create any new record is to use the Create New… button on the left hand side of the page.
Click on Create New… and you will see the option to create a new Event, Task, Organisation, Contact, Volunteering Opportunity, or Volunteer Registration.
Select Organisation, and a New Organisation input page will appear. This looks the same as the edit screen, but is blank to allow you to input a new organisation.
Some fields in each record are mandatory. These are signified by a red bar next to the mandatory fields. You cannot save until all of these fields have been completed. In an organisation record, the mandatory fields are: Name, Organisation Type, Legal Status, Geographical Reach.
Once you have added the mandatory fields plus any other information, click Save.
You will then see the view organisation screen as before:
You can now begin associating contacts, etc. with your new organisation.
To add a new contact hover over ‘Contacts’ and click ‘New Location’.
A new edit window opens up displaying the fields available for adding a new contact to an organisation record. Complete the details of the contact and click save.
You will now see the view contact screen for the contact you have just created.
Go to Recent Items at the side and click back into the organisation record.
Now look at the Contact object at the top of the record – you will see it now says (1) after the title rather than (0), because you have now added a contact. Hover over to see a summary of the name, email etc. of the new contact.
To add a new volunteering opportunity, it’s the same process: hover over Volunteering Opportunities, create new and add the details of the opportunity.
In the Organisations module, we have covered:
- Navigating to the Organisations home screen
- Searching for an organisation
- View/edit organisation records
- Create a new organisation
- Adding contacts, opportunities etc.
These skills are transferrable across the other Milo objects (Volunteer Opportunities, 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 firstname.lastname@example.org