Einstein Activity Captures allows for synchronization of Calendar Events between Salesforce and 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.
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.
Once Lightning Experience is enabled, you'll want to be sure the Lightning Sync tool is disabled.
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.
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 next expire.
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 remain in sync between Salesforce and the third-party 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:
Once the Sync is complete the User will see all of their Outlook Events on their Salesforce (improveit 360) Calendar.
This also ensures that any Appointments or Project Activities that are moved to a different date/time from a third-party Calendar like Outlook or Gmail will be updated in Salesforce and the new date/time will be correct in both systems.