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Guidelines for Using Sync Email as Salesforce Activity
When Sync Email as Salesforce Activity is enabled, Einstein Activity Capture captures and stores email data as Salesforce records. It gets associated with a relevant user, contact, or lead record and a related account or opportunity. You can use the email data in reports, workflows, and triggers and access the data through APIs. There’s also more privacy options for email capture and customizable flows for matching your email to other records.
Required Editions
| Available in: Lightning Experience |
| Available with Einstein Activity Capture Standard in Sales in Starter, Pro Suite, Professional, and Enterprise Editions |
| Available with Unlimited Edition, Einstein 1 Sales Edition, and Agentforce 1 Edition |
| Available with Einstein for Sales, which is included in Einstein 1 Sales Edition and available for an extra cost in Enterprise and Unlimited Editions |
| Available with Sales Engagement, which is included with Sales in Performance and Unlimited Editions, and available for an extra cost in Professional and Enterprise Editions |
| Available with Revenue Intelligence, which is available for an extra cost in Enterprise and Unlimited Editions |
Starting in Summer ’25, if your org meets all these criteria, the Sync Email as Salesforce Activity feature is automatically enabled in your org.
- Email sync or Inbox have not been previously enabled.
- Activity Metrics, Activity 360 Reporting, and Activities Dashboard are disabled.
Existing customers who use email capture can continue to use the product without changes. Contact Salesforce Support to get Sync Email as Salesforce Activity for your current users with up to six months of historic emails.
How Emails Sync as Salesforce Activity
When you have Sync Email as Salesforce Activity in Einstein Activity Capture, after your email inboxes are successfully authenticated, emails you send or receive from a customer are automatically synced into Salesforce as Activity (Task) and EmailMessage records. These records are linked to the relevant CRM records. Emails will show up in the activity timeline of related CRM records as well as the Related Lists activities view. Emails will use the same activity sharing rules that are configured for your org.
Einstein Activity Capture users who are enabled for email capture in Setup will have their email data ingested from the external email inbox. The email data will be processed on a Hyperforce-infrastructure outside your main Salesforce org.
To protect your company’s data privacy, internal emails won’t be stored within the
Salesforce data boundary. Internal emails are emails between the company’s internal domains
in Setup. They won’t be synced as Activity records in Salesforce. Emails involving any
excluded customer email domains or excluded email addresses are also not stored or shared
within Salesforce. Admins can define excluded domains and addresses that apply to all
Einstein Activity Capture users. Users can add their own blocked email addresses as well.
The remaining emails are stored on Activity Platform Hyperforce Infrastructure, outside the
main Salesforce org for processing. Emails that matched to CRM records are added to
Salesforce as Activity and Email Message data. Because matched emails are stored as standard
EmailMessage and Task records, they’re visible to
standard Salesforce reports, public APIs, and most third-party Salesforce backup tools.
In addition to controlling what emails are captured, users can specify what email content is captured. There are two options available: entire email message or header-only capture. The entire email message option captures all details of the email, such as header, subject, and body. The header-only option captures just the sender, recipients, and date and time of the email. Email subject and body aren’t captured.
As standard Activity and EmailMessage records, email data supports standard Salesforce platform capabilities. Here are some examples of the supported platform capabilities.
- Operational reports: Existing activity reports are automatically include EAC-captured emails. This is in addition to EAC-captured meetings, calls, To-Do tasks, and manually logged emails. You can also report on Email Messages and Email Insights.
- Email data is accessible through standard entity public APIs. You can keep your data as long as you need it, or export it to another storage location. There's no set data retention period, but email data will count toward your data storage allocation. To manage storage and ensure optimal performance when interacting with activity data, we recommend exporting old activity data from Salesforce to your preferred long-term storage location.
- Triggers and flows make email automation possible. Email data can also be used on Data Cloud to create advanced AI actions and agents.
Activity Sharing
When Sync Email as Salesforce Activity is enabled, synced emails follow your org’s activity sharing rules. These rules determine who can view, edit, or delete email activity. The activity sharing rules configured for your organization honor task ownership and hierarchy.
Here’s an example of an activity sharing rule. If User A owns Contact C, and Contact B sends an email to Contact C, User A can see the email. This is because User A owns Contact C even though User A isn’t part of the email thread.
