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What to Expect When Emails Migrate to Salesforce Activity
The update to sync email as Salesforce activity changes how email data is structured. Understand these changes and inform your users.
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 |
Email Data Is Matched Only to the Most Relevant Records
With sync email as Salesforce activity, emails get matched to one Account, Opportunity, and Contact or Lead record, based on the content of the email. This behavior is different from the previous behavior, where one email could be associated with multiple contacts. To get details and examples of how the matching logic works for each record type, see Match Email Activity with Salesforce Records Using Flow.
Activity Sharing Rules Govern Email Sharing
With sync email as Salesforce activity, the email capture preferences replace the email sharing settings. Activity sharing settings control email data visibility when sync email as Salesforce activity is turned on. This change can make some emails visible to more users across your org. For greater privacy, use the header only option for email capture.
This table shows how the legacy sharing settings map to the email capture settings with Sync Email as Salesforce Activity.
| Email Sharing Settings (Legacy) | Email Capture Preferences |
|---|---|
| Share with Everyone | Full email (header, subject, and body) |
| Don't share | Header only (sender, recipients, date, and time; excludes subject and body) |
| User-controlled sharing | Shared emails migrate as full email. Emails that aren't shared migrate as header only. |
With sync email as activity, users can always override the default email capture setting in their personal settings. You can't turn off this setting.
Header Only Emails Aren't Available to Agentforce Lead Nurturing
Agentforce Lead Nurturing can't access header only captured email. Einstein generative AI features require the entire email message. Before migrating, we recommend checking or updating the Activity Sharing for Einstein Activity Capture setting to Share with Everyone. Also, ask users to confirm that the activity sharing setting in their personal settings is Share with Everyone and ask them to manually share any individual email set to private.
Changes to Data Structure, Storage, and Feature Availability
After the migration, you can report and operate on email data with platform tools. To learn about the new settings for capturing email and how email data is structured, see Guidelines for Using Sync Email as Salesforce Activity.
Migrated email data is treated differently than newly captured email. Migrated emails don't consume storage, though Task, EmailInsight, and EmailInsightAction records created during migration do count against your storage allocation.
Email insights are generated for the past 90 days of migrated email.
If Sales Engagement is enabled before the update, a maximum of 3 months of engagement data migrates regardless of how much email data migrates.
Custom automation, such as flows, validations, and triggers, don't run on migrated email data. They do, however, work on newly captured emails.
Activity 360 Reporting, Activity Metrics, and Activities Dashboard reporting tools are no longer available.
Activity data, including email data, can be connected to Data 360. Sales and activity sharing settings don't manage data visibility, sharing, and access in Data 360.
Results When Salesforce Automigrates Your Org
If you don't complete the update before your automigration date, we do it for you. We migrate all historical email data based on the maximum retention allowed in your org. New email is captured as full email. The same changes to email matching, data sharing, and feature availability described here apply whether you migrated manually or were automigrated. After the migration completes, you can return to Einstein Activity Capture settings to customize your configuration.
The sharing consideration for migrating email still applies: if email activity sharing isn’t set to Share with Everyone before automigration or a user has marked an email as private, email body content won't be available to Agentforce Lead Nurturing.
Whose Email Gets Migrated
Migration includes email from all users who have accepted the Einstein Activity Capture terms of service, regardless of their current status or usage. In addition to active users, this scope includes email from inactive users, those outside of a configuration at the time of migration, and users who access Einstein Activity Capture through Inbox or another integrated source. The same lookback period for migrating previous email applies to all users. You define this value during the update and migrate process. However, for orgs that automigrate, the lookback period is defined by the org’s maximum email retention value. By including all users and their email, the migration ensures your org’s historical data remains intact and available.
