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Restricting record visibility for email messages synced by Einstein Activity Capture

Udgivelsesdato: Jun 30, 2026
Beskrivelse
If Sync Email as Salesforce Activity is turned on, activity sharing rules also control the visibility of synced email data. Restricting email visibility to only the sender or recipient for Einstein Activity Capture is not supported at the Email Message level.

By default, Activity sharing settings control access to Email Message records.

  • Private: Only the activity owner (the EAC user who synced the email) and users above them in the role hierarchy can edit or delete the Email Message record.
  • Controlled by Parent: Users can view, edit, transfer, or delete an Email Message based on their access to the parent record it is associated with.
The Email Message object has no independent sharing model or Organization-Wide Default (OWD), and Restriction Rules cannot be applied to it.

:bulb: Idea: EAC – Email Message Object Needs OWD Sharing Settings
Løsning
When "Sync Email as Salesforce Activity" is enabled in Einstein Activity Capture (EAC), emails sent or received from customers are automatically synced into Salesforce as both Task and Email Message records.

Since Email Message records are linked to Task records, you can use a Restriction Rule on the Task object to effectively limit visibility.

Steps:

  1. Navigate to Setup > Restriction Rules.
  2. Select the Task object and create a new rule.
  3. Configure the rule with the following criteria :

Restriction Rule criteria for the Task object : 
 
User Criteria :
$User.IsActive Equals True

Record Criteria :
Assigned To ID (OwnerId) Equals $User.Id
 
  1. Activate the rule

 

 
Result: Once applied, Email Message records synced for one user will not be visible to other users.

Limitations:

This workaround does not apply to System Administrator profile or to the users with the following permissions:
  • View All Activities
  • View All Data
  • Modify All Data

 

NOTE: Users with any of the above permissions will continue to have unrestricted access to all Email Message records regardless of this rule.

 

Vidensartikelnummer

005387256

 
Indlæser
Salesforce Help | Article