Integrating email and calendars to Salesforce is paramount to CRM success. Email, events and potentially contacts can be imported to Salesforce from Outlook or Gmail with the Einstein Activity Capture tool. This is meant to be a brief overview, the cliff notes version, of the Email and Calendar Integrations – Einstein Activity Capture resource from Salesforce.

General

• A configuration with events enabled should be created to control which data moves to Salesforce
• When sync is enabled only the users default Google or Microsoft calendar will sync, a private calendar could be created for personal events
• Formatted text does not sync
• If a Google or Microsoft event started two or more days ago, changes to the event aren’t synced to Salesforce
• All day events sync as 24 hour events
• Sending email from Salesforce might not be possible after Einstein Activity Capture is activated depending on settings
• Custom objects aren’t supported
• Assistant doesn’t always work with externally generated emails
• Record Storage in Salesforce
  • Sales Cloud – 3-6 moths
  • Sales Cloud Einstein, Inbox, Sales Engagement, Revenue Intelligence – 24 months

Email

• When emails move from the connected account to Salesforce, they don’t become Salesforce records
• It takes up to 24 hours for emails to sync upon initial setup, after that it will be near instant
• Emails sent as far back as 180 days before user account is connected will be synced (this can be edited)
• Attachment
  • An email sent from Salesforce can include up to 50 attachments (The attachments can’t include executable files, such as .pkg and .js files, as attachments.)
  • Attachments sent from connected Accounts to not transfer to Salesforce
• BCC is not supported when using Einstein Activity Capture
• Emails sent are automatically added to Account, Contact, Lead, Opportunity, Contract and Quote records
• Email data is used to create email insights. “Inbox” or “Sales Engagement” can be added to generate engagement data
• Emails sent from Salesforce go through the connected email account
• Captured emails AREN’T Salesforce records ad therefore do not show on reports

Events

• When records move from connected systems to Salesforce, they do become a record in Salesforce
• Synced between Google/Outlook calendar events
  • These can be related to Salesforce Leads and Contacts
    • “Relate synced events to Salesforce records” must be selected
    • Will match based on email address to Contact or Lead
    • Syncs only upon calendar event creation, does not stay in sync with edits
    • Shared Activities
      • Off
        • An event with more than one attendee, only one is selected as the related record, the matching order is random
      • On
        • Matches up to 50 Contacts or 1 Lead
    • If no matches are found
      • Events are added to “Unresolved Items” in Personal Settings

Event Series

• Supported with:
  • Microsoft Exchange Online
  • Office 365
  • Microsoft Exchange on-premises servers
  • Salesforce to Google (not Google to Salesforce)
• Historic event series are not synced when Einsten Activity Capture is activated or when the series is edited
• Updates to an event series will result in duplicates in Salesforce as they are treated as new events to be synced
• Deleting individual events will only delete based on sync direction
• “Critical changes” on events in Microsoft calendar cause a loss of event descriptions and Salesforce record relationship
  • The all-day event checkbox
  • Appointment times (StartDateTime, Duration)
  • Recurrence patterns (RecurrenceType, Instance, Interval, DayOfMonth, DayOfWeekMask, MonthOfYear, DayOfWeekIndex)
  • Ranges of occurrences (Occurrences, EndDateOnly, EndKind)
• Reassignment causes issues, rather the series should be deleted and