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Considerations for Excluding Data from Einstein Activity Capture
Admins and users can prevent emails and events associated with a particular person or company from being added to related Salesforce records. You can also prevent events from syncing between Salesforce and connected accounts. Make sure that you understand the effects of adding emails and domains to the Einstein Activity Capture Excluded Addresses list.
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 |
- The admin’s Excluded Addresses list applies to all Einstein Activity Capture users, but users can add email addresses to their own Excluded Addresses list.
- We add the default internal domain to the excluded list so that emails and events between users in your company aren’t added to Salesforce records or synced. Your company’s default internal domain is the domain used in the admin’s email address. If your company uses other internal domains, the admin must add them to the excluded list.
- Emails where all email addresses are part of the internal domain (internal emails) are always excluded. If the sender, recipient, and cc address contain an internal domain you specified in the excluded list, the email is considered internal. If the sender, recipient, and cc address contain the same domain of a connected data source, the email is considered internal.
- Events where all attendees, including the organizer, are part of the internal domain (internal events) can be included or excluded. Events that have the meeting organizer as the sole attendee are also considered. Go to Einstein Activity Capture settings and turn Sync Internal Events on or off.
- Internal domains can’t be deleted from the excluded addresses list when the domain matches
the primary email address (the email on the user record) of any:
- Salesforce admin
- Salesforce user with the Customize Application or Modify All Data permissions
-
If the email addresses on a Salesforce record all belong to an internal domain, then emails and events aren’t added to the record’s timeline. For example, the internal domain used to set up Einstein Activity Capture is acme.com. John Smith is a contact record in Salesforce with the email john@acme.com. The John Smith contact record doesn’t show any emails or events because the email address john@acme.com is part of the acme.com internal domain.
- To protect users from inadvertently sharing sensitive information, Einstein Activity Capture
attempts to identify automated and non-automated emails with sensitive information. The emails
are set to the Don’t Share sharing setting, regardless of the user’s individual sharing setting.
The emails are marked as sensitive so that users know why the sharing setting was changed. For
example, emails that include a credit card number from a customer are kept private. Automated
responses about a password reset are also kept private, The email owner can later change the
sharing setting to something less restrictive. The settings that prevent these emails from being
shared are on by default, but you can turn them off.
Some automated email replies are useful to your colleagues and aren’t set to private. Examples include out-of-office replies and email bounce notifications.
To add extra protections, admins can update the Excluded Addresses list with customer domains and email addresses from the services their company uses. Services that offer payroll, financial support, or human resources for your company are good candidates to add to the Excluded List. Then, if someone creates a Salesforce contact record with the email address no-reply@confidential.tax.details.com, emails from that sender aren’t added to the contact’s activity timeline.
- All internal domains that are included in the excluded list apply to Einstein Activity Capture and Zoom Integration.
- When you exclude an email address or customer domain, here’s what happens regarding captured
email and events.
- New emails and events aren’t added to the activity timeline, and past ones are removed.
- New events are still added to the user’s Salesforce calendar, and past ones remain.
- New and past emails and events are still stored on Hyperforce and Amazon Web Services (AWS).
- Manually added email and events remain on the activity timeline and calendar.
- When you exclude an email address or customer domain, here’s what happens regarding synced events.
- New events don’t sync between Salesforce and the connected accounts.
- New events aren’t stored in Salesforce.
- Previously synced events no longer sync, but they remain in Salesforce or the connected accounts.
- If you remove an email address or customer domain from the excluded list, new email and events are captured and synced. Past emails and events remain excluded.
- In an event series, only the events that meet the excluded email address or domain criteria don’t sync.
- Admins can prevent all email data for specific Einstein Activity Capture users from being added to the activity timeline and stored by Salesforce. When creating or editing an Einstein Activity Capture configuration, an admin can disable emails.
- When you exclude an email address or customer domain, several rules determine whether the
related emails and events are captured and synced.
- The admin’s list applies to the entire org, and has priority over users’ lists.
- When email or event recipients include multiple Einstein Activity Capture users and a customer, Einstein Activity Capture users must add the customer’s email to the Excluded Addresses list.
- When email or event recipients include Einstein Activity Capture users and multiple customers, Einstein Activity Capture users must add at least one customer email or domain to the Excluded Addresses.
Al and Barry are Einstein Activity Capture users. Cindy is a contact on the Acme account. Review how different scenarios affect what’s captured and synced.
| Scenario | Excluded Addresses List | Event Added to Activity Timeline? | Event Added to User’s Salesforce Calendar? | Event Synced Between Salesforce and Connected Accounts? |
|---|---|---|---|---|
| Al sends a meeting invite to Cindy and includes Barry on the invite. | Al and Barry add Cindy to their lists. | No | Yes | No |
| Al adds Cindy to his list. Barry does not. | Yes | Yes | Yes | |
| Al adds Cindy to his list. Barry does not. The admin adds Cindy’s email domain to the org-wide list. | No | Yes | No | |
| Al sends a meeting invite to Cindy and her team. Some of the recipients use the @acme.com domain and others use the @acme_jr.com domain. | Al adds only Cindy’s email to his list. | No | Yes | No |
| Al sends a meeting invite to Cindy and her team. Some of the recipients use the @acme.com domain and others use the @acme_jr.com domain. Al includes Barry on the invite. | Al adds only Cindy to his list. Barry does not. | Yes | Yes | Yes |
| The admin adds the @acme_jr domain to the org-wide list. | No | Yes | No |
