Considerations for Sync Email as Salesforce Activity

Considerations for Email Sync

• Salesforce can associate up to 50 unique email addresses from the From, To, and Cc fields of an email message with your contact records. Additional email addresses are ignored.
• Enhanced Email is enabled automatically and is a requirement for Sync Email as Salesforce Activity.
• When Sync Email as Salesforce Activity is enabled, you can manually log emails in addition to the emails that are automatically synced.
• With the synced email and tasks stored in Salesforce, they’re subject to your org’s data storage limits. To minimize data storage costs, we recommend regularly archiving email data to long-term storage, such as Data 360.
• Data associated with excluded email addresses and domains, including internal addresses, isn’t captured or stored in Salesforce by Einstein Activity Capture.
• Excluded Address settings don’t apply to messages sent from Salesforce Composer or other email messaging components.
• Each user can sync up to 50,000 historic emails from the past 180 days. The sync stops when the time limit or email count is reached. Newer emails sync faster than older emails.
• When you set up Einstein Activity Capture with Sync Email as Salesforce Activity, email insights for initial use are generated only for the past 30 days of email. If you migrate Einstein Activity Capture to Sync Email as Salesforce Activity, email insights are generated for the past 90 days of email.
• An org can sync up to 250,000 emails per hour for optimal performance. Syncing more emails than that affects performance.
• When Salesforce associates a synced email with a record, only the standard email field is considered. Custom email fields aren’t supported.
• If a record’s email field is updated, emails previously associated with the record remain associated.
• Email attachments are not stored in Salesforce.
• Emails sent to a distribution list or group are captured if a member of that list is an Einstein Activity Capture user and the To or CC fields include an external address with a matching Salesforce record.
• Contact record associations are stored as EmailMessage relations and Task relations. We recommend that you turn on the Shared Activities setting. This will allow you to capture multiple contacts for each email. Activity sharing rules will determine who can view, edit, or delete the email activity. Task ownership and role hierarchy will be honored by the activity sharing rules configured for your organization.
• If an email doesn't match any CRM records, it won't be created as a Task or EmailMessage record.
• You can customize the contact record matching rules to fit your business needs. For example, you can use partner co-selling, custom matching logic, relate emails to custom entities, or block specific emails.
• Complex matching rules can slow queries. These rules can also impact email sync timelines. We recommend testing the logic in a sandbox. Check its performance before using it in your Salesforce production org.
• When you sync emails, there are size limits for the email body. When the email is stored in the Task object, the limit is 32,000 characters of plain text. When the email is stored in the EmailMessage object, the limit is 131,072 characters of plain text or rich text.
• If a user manually associates an email message with a CRM record, then Sync Email as Salesforce Activity doesn’t overwrite that association. For example, a user associates a synced email with a contact, which then shows the contact in the Related To section of the email record. Sync Email as Salesforce Activity won’t overwrite that association.
• Users can edit automatically matched CRM record associations to improve CRM context and power sales analytics.
• You can update associations for synced emails in the thread to which you have edit access.
• If you change the email address of a record, retro-active matching isn't performed on previously synced emails. Emails synced in future are matched against the new email address of the record.
• You can delete an email you own or have access to from the Activity Timeline and Email Message home page. However, deleting the complete email thread is not supported.
• An email synced as an EmailMessage record isn’t matched to a private contact unless the user matched to the email is the owner of the private contact.
• When using third-party plug-ins like CodeTwo and Mimecast, standard email headers can get modified and cause email threading in the Activity Timeline to not work as expected. If this occurs, uninstall or disable the plug-in.

Unavailable Features

When Sync Email as Salesforce Activity is on, these features are unavailable.

• Email Insights aren’t available for header only emails.
• Activity Metrics and Activity Metrics Summary in Account Intelligence, Contact Intelligence, and Lead Intelligence views
• Einstein Activity Capture Sharing Settings
• Activity Timeline Metric Summary, Users Involved in Deals, and External Contacts sections in Pipeline Inspection
• Recommended Connections
• Activity 360 Reporting, Activities Analytics Dashboard, Activity Metrics, and dependent features

Header only email capture in isn’t compatible with Agentforce Lead Nurturing and other Einstein generative AI features. If you turn on Agentforce Lead Nurturing before you set up Sync Email as Salesforce Activity, you can’t use header only email capture. If you turn on Lead Nurturing after you set up Sync Email as Salesforce Activity, email message bodies are excluded from agent analysis and responses, which reduces the quality of the agent-generated email outreach.

To report on activity data, use standard activity reports. Use the last activity date metric or other standard reporting metrics. With Sync Email as Salesforce Activity, standard activity reports automatically include captured email data.