Configure Einstein Activity Capture for Emails / Activities and Emails Integration
Overview
We can integrate Office 365 and Google Suite email services with Salesforce to keep data between Salesforce and email applications up to date. This helps to track Salesforce users’ activities and can be used to look at the activities insights in analytics.
Emails that Einstein Activity Capture users send and receive are automatically added to the activity timeline of related Salesforce records. Email data is also used to create email insights.
Understand the Advantages and Disadvantages of EAC Free Version
Einstein Activity Capture (EAC) works with Microsoft Office 365 and Gmail accounts.
EAC is a tool that automatically captures data from emails and events to relate the emails and events to the salesforce records using email addresses.
Captured data is stored in Amazon AWS for 6 months and it does not count toward your Salesforce storage.
You can view captured emails on the activity timeline (Salesforce activity tab). However, the data is NOT available for query and reporting in Salesforce.
EAC is free for up to 100 users with a Sales Cloud Einstein. Sales Cloud Einstein license is $50 per user per month.
EAC only supports standard objects: Lead, Account, Contact, Opportunity, and Quote. It does not work with any custom objects.
Email attachments are not captured and stored.
EAC tracks emails using email addresses on the emails. If you have multiple contacts or opportunities with the same email address, the emails will be tracked and related to all the contacts and opportunities.
EAC captures and syncs all incoming and outgoing emails and events. You cannot create complex rules to selectively sync emails. Admin and users can prevent emails and events associated with a particular person or company from being added to related salesforce records by setting up the Excluded Addresses list.
When you sync emails and events, you have 3 sharing settings available to choose from:
Share with Everyone – everyone (all users) can view the full contents of all your emails and events.
Share with my Chatter Groups – only designated group members will see your emails and events.
Don’t Share – no users will see your emails and events.
Manual Sync Consideration:
If EAC does not work for your company and you want more control, you can consider installing Salesforce for Outlook Add-In or Gmail Chrome Extension to choose manually and sync emails to Salesforce.
Admin Setup - Set Up Einstein Activity Capture
Give users access to Einstein Activity Capture through a permission-set “Standard Einstein Activity Capture”. Once “Standard Einstein Activity Capture” is assigned to the user, the required permission set license is also assigned.
Assign Permission set: Standard Einstein Activity Capture
Please confirm the assignment (Both Permission Set and Permission Set license should be assigned) to the user.
Admin Setup - AI Einstein Capture
In “Setup”, Search for “Einstein Activity Capture”:
Select the Email Service (Google G Suite / Microsoft Office 365) to be used:
Select “User Level”:
Name the Configuration:
Select “Emails” only.
Setup Advanced Settings for Sync options (if needed):
Select “Users” that needs to be allowed for Email integration:
Click Next to finish the process. The Admin setup of AI Activity capture is completed.
User-Level Setup
After Admin-Level Setup, every user can integrate with their email address by authenticating from their email.
For User-level Setup, please follow these steps:
Click on View Profile from the top right and go to Settings.
Click on Email and Calendar accounts under “ Connected Accounts”.
Click on “Connect Account”.
Select “Email service”.
The next page will ask to connect to an email account.
After successful authentication, the email account will be connected.
It might take some time to complete the synchronization process based on Admin level setup. The Sharing settings can be also changed to prevent/allow the sharing of activities.
Gmail Extension for Salesforce
To start using the integration with Gmail™, get the Salesforce extension from the Chrome Web Store and connect your email account.
In the Chrome Web Store, enter Salesforce in the Search box, then select the Salesforce extension.
Click the icon, and click Add to Chrome.
Click Add Extension to add it to your Gmail account.
After adding the extension to Chrome and navigating to Gmail, enter your Salesforce credentials in the new integration pane.
Exclude Certain Emails and Events from Being Added to Salesforce
From Setup, enter Einstein Activity Capture in the Quick Find box, and then select Settings.
Click the Excluded Addresses tab.
Click Add.
Follow the prompts to update the Excluded Addresses list.