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Guidelines for Using Sync Email as Salesforce Activity
By using Sync Email as Salesforce Activity in Einstein Activity Capture, you can capture email interactions as activity data, which you can include in standard Salesforce reports. You can use email data in workflows, triggers, and automation and provide activity data access through APIs. There is also flow-based, customizable matching of email to CRM records and a header-only email capture option for more privacy.
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.
When Sync Email as Salesforce Activity is enabled, Einstein Activity Capture syncs email data as EmailMessage and Task records. Then, it associates email with related users, contacts, and leads along with an account and an opportunity.
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 will not be stored within the Salesforce data boundary. Internal emails are emails between the company’s internal domains in Setup. They will not 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.
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 are not 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 will now 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 is not part of the email thread.
