Einstein Activity Captures allows for synchronization of Calendar Events from Salesforce to either Gmail or Outlook calendars. Each User will connect their calendar account via their Email address.
The Einstein Activity Capture feature from Salesforce requires the use of the new Salesforce Lightning Experience, as well as the purchase of Einstein Activity Capture Permission Set Licenses. If you do not have any Einstein Activity Capture licenses, you will need to purchase them. Contact our Support team for assistance.
Note: Once the Einstein Activity Capture has been setup for all Users, the Users CAN switch back to the Classic user interface and the Events will still sync.
Your System Administrator user will first need to enable the Lightning Experience in your system. Here is more information on how to do this: Lightning options NOTE: This will completely change the User Interface of your system. Be sure to notify and train your Users.
Step 1: Assign Einstein Activity Capture Licenses to User
We recommend Admins start by setting up the integration just for the Admin User. Then, if you're satisfied with how the integration works, you can set it up for other Users in your organization.
Navigate to Setup,
Then go to Company Information
Under the Permission Set Licenses menu, click on the Standard Einstein Activity Capture User licenses:
Click Assign Users
Select your Admin User and add this Permission Set License to the Admin.
Next, you'll need to add a Permission Set to every User who will be syncing their Calendar events to a third-party calendar like Gmail or Outlook.
Step 2: Add the Einstein Activity Capture Permission Set to Users
Navigate to Setup and go to the Permission Sets menu
Choose the Standard Einstein Activity Capture Permission Set
Click Manage Assignments, then click Add Assignments
Next you will select all the Users who will be syncing their Calendar Events between Salesforce and the third-party Calendar.
Click Next, then set the Permission Set to never expire.
Step 3: Setup Einstein Activity Capture Sync
Go to Setup > Einstein Activity Capture > Settings and click Get Started
You will select User-Level OAuth 2.0 connection which allows each User to Connect and Sync their account based on their Email address. NOTE: The Email address in Salesforce must match the Email address used in the Email client.
NOTE: If your Users have more than One (1) Email client (a mix of Outlook and Gmail) you will need to setup two (2) connections. Be sure to add Users to the appropriate connection.
We DO recommend syncing Events in Both Directions. This ensures Calendars sync between Salesforce and the third-party calendar.
NOTE: improveit 360 Classic Appointments cannot be synced both ways. Only improveit 360 Events which are linked to other Objects (not the Appointment Object) will sync both ways. This is intentional to prevent Sales Reps from changing their schedule in improveit 360.
NOTE: All Events on your third-party calendar will be added to your Salesforce calendar.
Syncing Contacts is NOT recommended. This will push all Contacts to your User's Email client. Most companies do NOT want Sales Reps to have access to the entire Contact database outside of Salesforce. Remember, improveit 360 uses the Prospect object to store your customer data.
Calendar Events will automatically sync to Salesforce when the User first connects. However, Emails will only be synced if they match an existing Contact record in Salesforce.
Keep in mind, your customer records are stored as Prospects in improveit 360, not Contacts. This means the majority of Emails will not be able to sync.
Be sure to scroll down and adjust these Settings:
We recommend Filtering Email Sent Date to only include Emails within the Last 15 Days and Events within the Last 7 Days. This should help to ensure the initial Sync doesn't take too long.
You can also adjust settings for how Emails should sync to Contacts in Salesforce and which Contacts (based on Condition requirements) should sync to your Email client.
When your Users next login they will be prompted to Connect an Email account to their Salesforce User.
If they do not see the banner across the top with a prompt, they can also go to their personal Settings menu.
Each User will connect their Email Account by clicking the New Account button in the Einstein Activity Capture > Settings menu:
Once the Email account is connected you will see a green success toast and notification that the Sync is in progress.
We also recommend setting up your personal Sharing Settings to determine who should be able to see the Events you are syncing:
Step 4: What to expect when the Sync occurs
Once the Sync is complete the User will see all of their Outlook/Gmail Calendar Events on their Salesforce (improveit 360) Calendar as Events. This happens without any user intervention needed.
After the Sync is turned on, any newly created improveit 360 Appointments or Project Activities will automatically have a calendar Event created on the third-party Calendar like Outlook or Gmail.
If the User has been accepting Calendar invitations (ics files) sent by improveit 360, there could be a small period of time where improveit 360 Appointment or Project Activity Events could be duplicated on the third-party calendar. Users will no longer need to accept meeting invitations (ics files) from improveit 360. Einstein Activity Capture will place Events on their calendar automatically without needing to accept any invitations or open any emails.
Keep in mind, if the User moves the Event on the third-party calendar (changes the date or the time) and the Event is related to an improveit 360 Appointment or Project Activity, that change is not reflected back on the Appointment or Project Activity record.
improveit 360 Classic Appointments and Project Activities cannot be synced both ways. Only improveit 360 Events which are linked to other Objects (such as Staff or Quote) will sync both ways. This is intentional to prevent Sales Reps and Installers from changing their schedule in improveit 360.
In the example below the User shortened the Event by 30 minutes on their Outlook calendar. The Appointment in improveit 360 still says 5PM - 7PM but the User's Outlook Calendar Event has been changed to 5PM - 6:30PM
In the desktop application, hover over Open Activities on the Appointment and click on the Event related to the Appointment.
On the Event you will see a message that the "meeting is out of date" and the Event is no longer in Sync with the third-party calendar.
The current improveit 360 Managed Package does not allow for re-syncing of Events which are related to the Appointment or Project Activity objects. Users should not move events on the third-party Calendar if they are related to Appointments or Project Activities in improveit 360.