This guide will walk you through all the steps to set up and configure activity capture from your email and calendar solution to Salesforce. If you have questions or concerns, don’t hesitate to contact our support team at support@getweflow.com.
Before you start...
Who needs to be involved?
If you are not the admin for Salesforce and Google/Microsoft, then make sure to include the following people:
A Google / Microsoft admin with privileges to install a new app in the workspace.
A Salesforce admin who can install a new managed package for all users.
A Salesforce admin who can create an integration user and assign permissions sets (only needed if you want to use an integration user).
What can we prepare to make things go as fast as possible?
For Google Workspace, the package can be installed independently from signing up to Weflow (you can find it here).
For Microsoft, the admin needs to sign in to Weflow and install the package from there.
For the managed package, the Salesforce admin needs to sign in to Weflow and install it from there.
How long does it take?
You can setup the entire solution within 30 minutes. It often takes less than that. You can either do it by yourself with this guide, or partner with our Success Team to walk you through it.
Using Einstein with Weflow
If you use Einstein Activity Capture in parallel with Weflow, please disable the bi-directional sync for events and only keep Workspace -> Salesforce enabled. Otherwise, this setting will break the integration and cause data hygiene issues.
Integration User
In order to connect Weflow to your Salesforce, we recommend setting up a dedicated integration user. This offers multiple benefits, such as:
In this case, the API calls are handled via the integration user.
No user needs to connect to Weflow (though they still can, e.g., to use our Chrome Extension).
You have complete control, and onboarding large amounts of users is easier.
To review how to create an integration user and the needed configurations & permissions, please go to this help article.
Setup
First, configure your Workspace Settings Setup - follow the step by step guide under this link.
In short: Once you sign-up to Weflow with your Salesforce Account, go to the Admin Console and click on "Setup" under the Workspace Settings. From there, install the managed Salesforce Package (whoever installs needs to be a Salesforce Admin), connect the integration user, and install the Google Workspace App or Microsoft Add-In (whoever installs needs to be a Google Workspace/Microsoft Admin).
Once this is complete, you are ready to move to the Activity Capture Setup.
Step 1: Starting the setup
Go to the Admin Console
Select ‘Activity Capture’
Click on the big blue button that says ‘Set up Activity Capture’.
Step 2: General settings
Under the General Settings, you can exclude specific attachments from being logged to Weflow or deactivate attachment logging altogether.
Moreover, Weflow lets you choose to log either to tasks or to the email message object. Logging to the email message object has many benefits. To learn more about the pros and cons, review this help article for guidance.
Considerations when logging attachments:
Weflow recommends excluding logging attachments below 30kb, as this will exclude company logos commonly found in email signatures.
If you want to exclude attachments bigger than, e.g. 5MB, enter the value ‘5000’ into the field next to ‘Exclude attachments larger than (size in kB)’.
You can always go back and change these settings later.
Step 3: Activating users
Once you click the ‘Save changes’, you can move to the next section "Users & teams". If you switch from teams to users, you will see a list of users that can be found in both Salesforce and your Google/Microsoft workspace.
To learn more about setting up Teams, please review this help article.
To add more users to Weflow, check out this help desk article here.
You can always add/remove users from this list later.
Step 4: Internal and external domain exclusion
Depending on your type of business, you’d want to exclude specific external domains.
You should always add your internal domains.
If you have multiple domains or email aliases, add them here.
Good to know: Weflow will never log emails or meetings if the recipients or participants are all on internal domains (e.g. john@getweflow.com, susan@getweflow.com, peter@getweflow.com).
Once you’ve added all domains you want to exclude, click the ‘Save changes’ button.
Step 5: Object Management
Under Object Management, you have the option to decide which Objects should be available to log activity. F.e. if you don't use the Lead Object but only the Contact Object, toggle the Lead Object off.
You can also select additional a custom Email field here if such exists in your Salesforce. Examples we've seen in the past include "Secondary Email" or "Personal Email". Weflow will then take this into consideration when assigning Activity to the Contact and/or Lead Object.
Furthermore, Weflow is also able to save activity to custom objects. For this, please reach out to your Weflow Account Manager to help you set this up or send a request to support@getweflow.com.
Step 6: Contact creation
The Contact Creation section lets you configure how Weflow automatically creates new contacts in Salesforce when emails are logged or synced via activity capture.
This ensures your Salesforce data stays clean and comprehensive without requiring manual contact management.
Enable or Disable Contact Creation
Use the toggle at the top to enable or disable contact creation.
When enabled, Weflow automatically creates a new Salesforce Contact if a user sends or replies to an email and the recipient does not yet exist in Salesforce.
If disabled, Weflow will not create any new contacts — emails will only be logged against existing Salesforce records.
Exclude Specific Email Addresses
You can exclude certain email addresses or domains from automatic contact creation.
For example, add entries like noreply@, newsletter@, or billing@ to prevent system-generated or transactional emails from creating unwanted records.
Weflow will not create contacts if the email address contains any of the defined keywords or patterns.
Background Contact Creation (First Log as Background Service)
When this option is enabled, Weflow can create contacts automatically in the background as soon as an email is first logged — without user action.
If a recipient doesn’t exist in Salesforce, Weflow will:
Use available name and email details to create the contact.
Associate the new contact with a matching account (based on email domain) when possible.
If no matching account exists, the contact remains unassigned unless configured otherwise.
Contacts: Only Create Contacts for Existing Accounts
Toggle this setting on if you want Weflow to only create contacts when a matching Salesforce Account already exists.
This ensures that contacts are only created within the context of known customers or partners, helping maintain account data quality.
When enabled, Weflow searches for a domain match between the recipient’s email address and your existing Salesforce Accounts.
Disable Contact Creation via Add-In / Chrome Extension
If you prefer stricter control over when new contacts are added, you can disable contact creation via Weflow’s Outlook Add-In or Chrome Extension.
When this option is active:
Users can still log emails, but they cannot create new contacts manually from the extension interface.
This setting is independent of background contact creation — background rules will still apply.
Contacts: Opportunity Contact Role
Weflow can automatically assign newly created contacts as Opportunity Contact Roles whenever possible.
This helps connect your contacts directly to relevant Opportunities, ensuring complete activity tracking and visibility across the sales process.
Best Practices & Recommendations
Keep background creation enabled for smoother automation but limit it to existing accounts for cleaner CRM data.
Regularly review your exclusion list to prevent unwanted records.
If you rely on additional fields (e.g., custom “Title” or “Phone Number”) that Weflow cannot populate automatically, consider using an enrichment integration to complete contact profiles.
Step 7: Expert Settings
The Expert Settings section provides advanced configuration options for your Weflow Activity Capture setup.
These settings are designed for administrators who want to fine-tune synchronization behavior, improve data hygiene, and control how Weflow interacts with Salesforce and connected systems.
Compatibility Mode
When Compatibility Mode is enabled, Weflow checks for possible duplicate emails that might be created by other integrations or Salesforce’s native email logging features.
This setting prevents emails from being logged twice but may slow down the logging process by approximately 5–10 seconds.
💡 Tip: Use this option only if you’re using multiple tools that log emails to Salesforce (e.g., Outreach, Amplemarket, or Salesforce Inbox).
Tracking Patterns Exclusion
You can enter tracking patterns (domains or partial URLs) to exclude emails containing specific tracking links from being logged twice.
Examples:
trk.amplemarket.com click.outreach.io
This helps prevent duplicate activity records caused by third-party email tracking services.
Use Website Domain in Account Object to Find Matches
When enabled, Weflow searches the Website field on Account records in Salesforce to identify and log matches for emails or meetings.
This allows Weflow to associate activities more accurately when the contact’s email domain aligns with the account’s website domain.
⚠️ Important: Do not enable this setting if you commonly have multiple accounts that share the same domain (e.g., large organizations or franchise structures).
Log Recurring Events
Enable this option if you want Weflow to log recurring calendar events to Salesforce.
When turned off, only individual (non-recurring) events will be captured.
Relate Multiple Contacts to Events
When this option is active, Weflow can associate multiple contacts with a single event—allowing for richer context and collaboration visibility in Salesforce.
This feature requires multi-linking to be enabled in your Salesforce Activity Settings.
Please note: this option does not apply to Leads, as Salesforce does not currently support multi-linking for Lead records.
To learn more about enabling multi-linking in Salesforce, click here.
Background Logging: Do Not Send Meeting Invite When Creating Event in Salesforce
When enabled, Weflow creates an event in the connected calendar (Google or Outlook) without sending a meeting invite to attendees.
This is useful for logging internal or reference meetings in Salesforce without triggering participant notifications.
Background Logging: Disable Logging of Meeting Status Emails
Enable this option if you prefer not to log automatic meeting status updates (e.g., acceptance or decline notifications).
This keeps your Salesforce activity timeline cleaner by excluding system-generated status emails.
Add-In / Chrome Extension Settings
These options allow you to control how the Weflow Outlook Add-In or Chrome Extension behaves when logging emails or meetings.
Unchecked by Default
When enabled, the Add-In or Extension will be unchecked by default, meaning users must manually confirm logging before sending or saving an email.
This provides greater control and avoids unintended activity capture.
Surface Fields When Logging an Event
If your Salesforce setup includes custom fields (e.g., “Meeting Type,” “Region,” “Event Category”), you can surface them here.
These fields will appear during event creation in Outlook or Google Calendar, allowing users to fill them out directly before logging to Salesforce.
Best Practices & Recommendations
Use Compatibility Mode and Tracking Pattern Exclusion to prevent data duplication when multiple integrations are in use.
Enable Website Domain Matching only if your Salesforce Account structure has unique domain assignments.
Consider Relate Multiple Contacts to ensure meetings reflect all stakeholders involved.
Review Background Logging options to control what types of automated messages are logged.
Keep Extension fields and default states aligned with your internal CRM data requirements for consistency.
Step 8: Custom rules
You can set up additional rules to exclude specific emails or meetings from being logged into Salesforce.
For that, you can use any Salesforce field that is visible to the user, such as a picklist on a Contact, excluding long text fields, as Salesforce does not allow filtering with them.
While you can create up to ten rules, we suggest that you keep rules to an absolute minimum, as each rule requires one additional API call per logged email/meeting.
Step 9: Tracking
If you've installed the WeflowTracking Managed Salesforce Package, you can anable email open tracking here by toggling it on.
Once you’ve reviewed all configuration sections simply click Save changes in the upper-right corner. From this point on, the activity of all users you’ve added under the “Users & Teams” section will automatically be captured by Weflow and logged to the corresponding Salesforce Objects (such as Contacts, Accounts, Opportunities, and Leads).
Congratulations — your Weflow Activity Capture setup is now live!
Thank you for being a valued Weflow customer.
If you have any questions during setup or need further assistance, don’t hesitate to reach out to our Support Team at support@getweflow.com.