EAC rollout success depends more on the sharing and privacy policy than on the technical configuration. The steps below cover both layers in order.
- Pick the connected source
Microsoft 365 or Google Workspace. The choice is determined by the corporate email system, not by Salesforce preference.
- Define the sharing and privacy policy
Decide the default sharing mode (Private, Group, Everyone) and document the rationale. Align with the legal team on retention and disclosure. The policy ships with the rollout, not after the first complaint.
- Enable EAC in Setup
Setup, Einstein Activity Capture, run the enablement wizard. The wizard prompts for the connected source, the default sharing mode, and the assignment of the EAC Standard permission set to the pilot group.
- Pilot with a small group
Assign the permission set to two or three reps. Have them connect their mailboxes. Run for two weeks and gather feedback before expanding.
- Roll out org-wide with training
Expand once the pilot signal is positive. Communicate the sharing policy clearly. Train managers on how to interpret Activity Metrics so reps do not feel surveilled by aggregate views they cannot see.
Microsoft 365 or Google Workspace. Per-rep mailbox connection via OAuth.
Private, Shared with My Groups, Shared with Everyone. Per-rep, reversible.
Define which subsets of users see which captured activity. The middle option between fully private and fully open.
Email and domain matching against CRM records. Domain matching can be tuned to exclude personal email domains.
How long captured emails are stored. Default 24 months. Configurable in Setup, Activity Capture Settings.
- Privacy concerns block adoption faster than technical issues. Define sharing policy before turning the feature on, not after the first rep complaint.
- Captured emails do not count against standard data storage limits but live in a separate store; standard report types do not see them directly. Use the EAC-specific reports.
- Personal email captured alongside work email pollutes the CRM. Configure domain filters to exclude common personal email domains.
- Domain matching is the broad fallback. Disabled by default for some configurations; enable explicitly if domain-level activity rollup is needed.
- Disconnecting a rep removes their captured activity unless retention rules preserve it. Plan the policy with HR and Legal for departing employees.