Disabling Einstein Activity Capture (EAC)

Overview

Einstein Activity Capture (EAC) is a Salesforce feature that connects your users' email and calendar accounts to Salesforce. Once a user's account is connected, EAC automatically syncs their emails and events and surfaces that activity against the related records in your Practifi instance. For some teams, this reduces manual logging and gives advisors a fuller picture of client interactions in one place.

EAC is a Salesforce platform feature, not a Practifi feature. It can be turned on by any System Administrator in your organization and, in some cases, via a single click-through dialog. Because it operates at the Salesforce platform level, Practifi cannot enable, disable, or configure it on your behalf. Some firms choose to disable EAC to gain greater control over where client communications are stored and processed, to ensure consistency in how activity is logged, or as part of a compliance review.

This article explains what EAC does, walks a System Administrator through disabling it, and points you to a related Salesforce setting that controls whether your organization's data can be used for AI model training. If you have any questions, please contact your CSM or our Practifi Support team.

• What Einstein Activity Capture Does
• Why a Firm Might Disable It
• Before You Begin
• Disabling Einstein Activity Capture
• Reviewing the Customer Data Access Setting
• What We Recommend
• How Practifi Can Help

What Einstein Activity Capture Does

When a user connects their account, EAC works in two main ways. It syncs emails and calendar events between the connected account and Salesforce and adds those captured activities to the activity timeline on related records, such as contacts and opportunities. The captured data is stored and displayed through Salesforce's Einstein services rather than written directly into your Practifi records as standard activities.

That storage model is the detail most firms want to understand before making a decision. Because Salesforce's Einstein services handle the data, the terms governing those services determine how the data may be accessed and used. By default, those terms can grant Salesforce the right to access connected email and calendar data for purposes that include improving and training its services.

Why a Firm Might Disable It

There's no single right answer here, and the decision depends on your firm's posture. Wealth management firms face heightened obligations regarding client communications and personal data, including SEC books-and-records requirements, state privacy laws, and, for firms with EU clients, the GDPR. Whether EAC fits your firm is a decision your legal, compliance, and IT teams are best positioned to make. The reasons firms most often give for disabling EAC are:

• Keeping client communications and personal data out of platform-level AI processing that the firm does not directly control.
• Maintaining a consistent, predictable way for the team to log and view activity in Practifi.
• Aligning the organization with a compliance or data-handling policy that restricts how third-party AI systems may process client email and calendar data.

If any of these apply, disabling EAC gives your firm a clear, documented configuration you can stand behind in an audit or compliance conversation.

Before You Begin

A few things to confirm before making the change:

• You need System Administrator access to your Salesforce organization to disable EAC.
• Disabling EAC stops new email and calendar syncing and removes captured activity from the activity timeline. Confirm with your team that no one is relying on EAC-captured data before you turn it off.
• Because this affects how client data is handled, involve your legal, compliance, and IT teams in the decision and keep a record of it. Practifi can show you where these settings live, but we are unable to provide legal or compliance advice.

Please note: Salesforce controls the exact labels and screens described below, which may shift between Salesforce releases. If what you see does not match these steps, search Salesforce Setup for Einstein Activity Capture or contact our Practifi Support team.

Disabling Einstein Activity Capture

To disable Einstein Activity Capture across your organization:

1. Click the Settings gear icon in the upper right-hand corner of the screen.

   

2. Select Setup from the drop-down menu.

3. Use the Quick Find search bar on the left-hand side to search for Einstein Activity Capture.

   

4. Under the Einstein Activity Capture section in the search results, click Settings.

5. Click the Settings tab, then turn off Einstein Activity Capture.

   Please note: If your organization uses individual Einstein Activity Capture configurations to assign the feature to specific user groups, you can instead deactivate those configurations to disable EAC for those users only. Turning off the feature on the Settings page disables it across your entire Practifi organization.

6. Click Save to finalize this change. A confirmation message will appear once the change is saved.
    

Reviewing the Customer Data Access Setting

Disabling EAC stops email and calendar syncing, but it is not the only Salesforce setting worth reviewing. Salesforce also provides a separate organization-level setting that controls whether your data may be used to train its global AI models, improve Einstein and Agentforce features, and support research and development.

This setting is called "Opt Out of Customer Data Access." In many orgs, it defaults to on, which means access is granted. Reviewing it lets you confirm that your org's data-sharing posture is a deliberate choice, not a default.

1. From Salesforce Setup, use the Quick Find search bar to search for and select Opt Out of Customer Data Access.
   
2. Review the current state of the setting and adjust it to reflect your firm's intended posture.

Please note: Adjusting this setting does not stop the Einstein features already running in your organization, such as Lead Scoring, Opportunity Scoring, and Einstein Activity Capture, from working. It controls only whether your org's data may be used for global model training and service improvement.

If you opt out, Salesforce stops sharing new data immediately. It then retains previously collected data for up to 30 days before deleting it.

For more details, see Salesforce's guidance on Manage Salesforce Access to Customer Data and Manage Data Policies for Einstein Features.

What We Recommend

Because these settings affect how client communications and personal data are handled, we suggest the following before you decide whether to keep, disable, or change them:

1. Review the current state of EAC. In Salesforce Setup, use the Quick Find search bar to search for Activity Capture, then confirm whether it is enabled and, if so, which users are connected.
2. Check the customer data access setting. Use Quick Find to search for and open "Opt Out of Customer Data Access," confirm that the current state reflects your firm's intended posture, and opt out if it does not.
3. Discuss the decision with your legal, compliance, and IT teams.
4. Document the decision so you can support future audit and compliance conversations.

How Practifi Can Help

Our Customer Success team can walk you through where these settings live in your organization and what your current configuration looks like. We can also connect you with Practifi resources who can explain the Salesforce platform behavior in more detail. Because the substantive decision involves your firm's compliance obligations, your own counsel and compliance leaders should drive it. If you have questions, please reach out to your CSM or our Practifi Support team.