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How Activity Sharing for Einstein Activity Capture Works
Use activity sharing rules to manage how users see and share captured event data. If Sync Email as Salesforce Activity is turned on, activity sharing rules also control the visibility of captured email data. If captured email isn’t synced as activity data, use Einstein Activity Capture settings to manage data sharing.
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 |
| User Permissions Needed | |
|---|---|
| To set default activity sharing for new users: | Customize Application OR Modify All Data |
| To view the Einstein Activity Capture setup pages: | View Setup and Configurations AND Customize Application OR Modify All Data |
| To edit group layouts: | Customize Application |
If you set up Einstein Activity Capture in Summer '25 or later or have completed the update and migrate process, Sync Email as Salesforce Activity is turned on. Learn more about Sharing and Record Access and Organization-Wide Default Access Settings.
If you have Einstein Activity Capture with Sync Email as Salesforce Activity turned off, use these settings to manage whether users share their emails and events with other users or keep them private. Users can change their activity sharing at any time from their personal settings.
- From Setup, in the Quick Find box, enter Einstein Activity Capture, and then select Settings under Einstein Activity Capture.
- Click the Settings tab.
- Click Edit Default next to Default Activity Sharing for New Users.
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Select a default option for new users.
When activities are shared with everyone, others see full email and event details. When activities aren’t shared with everyone, others see basic details, such as dates and names, and can request full access from the activity owner. “Everyone” means all Salesforce users at your company, but you can change it to mean only Einstein Activity Capture users. Go to the Settings tab within the Einstein Activity Capture settings.
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Click Save.
When new users connect their account to Salesforce with Einstein Activity Capture, the activity sharing that you selected is their default. Users who already connected their account to Salesforce aren’t affected.
- If you set the default sharing setting to Don’t Share, you can prevent new users, regardless of their own sharing settings, from changing it. From the Settings tab, turn on the Enforce Default Activity Sharing for New Users setting. Users can still share individual emails and events, and respond to sharing requests from other users.
- If you set the default sharing setting to Share with Everyone, emails that are identified as automated replies or having sensitive content are kept private. This protects users from inadvertently sharing sensitive information. The email owner can later change the sharing setting to something less restrictive. If you want automated replies and sensitive emails to be shared, go to the Settings tab and turn off the Prevent Automated Emails from Being Shared and the Prevent Sensitive Emails from Being Shared settings.
Einstein Activity Capture configuration settings control what data gets captured. Salesforce admins can exclude specific emails and domains from inclusion in captured data and control how much data from email is captured by default (either the entire email or only the email header, such as sender and subject). Users can override the default email capture settings.
Let Users Share Activities with Groups
Add the Enable email and event sharing field to group layouts. When the setting is selected on a private or unlisted Chatter group, the group members who use Einstein Activity Capture can share activities with all group members.
- Make sure Chatter is enabled.
- From Setup, enter Group Layouts in the Quick Find box, then select Group Layouts.
- Add the Enable email and event sharing field to group layouts.
To use a group for sharing emails and events, the group’s owner can select Enable email and event sharing on the group’s settings. Then, Einstein Activity Capture users within the group can share their emails and events with all group members. Emails and events appear in the activity timeline of related records, not in Chatter group feeds. When a user shares an individual email or event with a Chatter group and then deletes the group, the setting for the individual email or event is removed.
