A) Logging behavior
The logging algorithm uses various variables to decide which record to log an email to.
The most significant variables are:
Primary Contact Email (standard field)
Contact roles assigned to an Opportunity (standard field)
Parent Account (standard field)
Stage (standard field)
In addition, Weflow remembers previously set logging decisions by the Chrome Extension or Outlook add-in.
If an email or meeting was excluded via the extension or add-in, it will continue to be ignored in the future—unless the user decides to log the email manually.
Weflow will always log the email to the contact or lead.
By default, the contact's parent account is also related to the email message object or task.
The opportunity can only be set if there is a logical connection between the contact and the opportunity. This is the case if:
The parent account has only one open opportunity, which both the contact and opportunity share.
The contact has been set as a contact role for an open opportunity (this also works with multiple opportunities under one parent account, as long as the contact is not set as a contact role on all of these open opportunities simultaneously).
The contact and the opportunity were manually selected via the Chrome Extension or Outlook add-in.
B) Contact creation
Weflow can create contacts on your behalf.
These contacts are only created when an email is sent to an unknown email address IF the domain does not match any domains in the exclusion list.
Weflow will create the contact based on the available information.
The fields Weflow can populate are:
First name
Last name
Email
Account
Sometimes, this information can be limited and not accessible. In that case, Weflow will use the email address as the last name and skip the first name.
If your contact creation rules require more fields to be filled out, Weflow cannot set these fields for you, and the contact creation will fail.
We recommend using an enrichment service in combination with our contact creation feature and automation to fill in the respective fields as needed. For questions, please contact our Customer Success team at support@getweflow.com.
Good to know:
Any Activity Capture user can use Weflow’s Chrome Extension.
With the Chrome Extension, you can create contacts without signing into Salesforce.
Users can quickly create a contact with the extension and then log the email to Salesforce.
To learn more about our Chrome Extension, go here.
C) Domain Exclusion
Internal domains
Use this option to prevent emails and events between people at your company from being added to the activity timeline of related Salesforce records and from being synced between Salesforce and the connected accounts. Emails and events with at least one email address outside the excluded domain are still included.
External domains
Use this option to prevent all emails and events associated with a particular customer from being added to the activity timeline of related Salesforce records. And prevent events from being synced between Salesforce and the connected accounts.
D) API usage
Weflow uses Salesforce’s REST API to log emails and meetings to Salesforce (and the other way around).
Most companies have enough API calls available, which will cause an issue.
If you plan to use Weflow to log thousands of emails per user per day, please contact our Customer Success team to ensure that this won’t cause any issues for your daily operations, as this may require some customisation on our end.
If the average user sends 100-200 emails daily, there is nothing to worry about.
Weflow does not need to make an API call for every query. Instead, it caches variables necessary for the logging algorithm at regular intervals.
E) Bi-Directional Sync for Meetings/Calendar Events
Weflow lets you choose between three options to sync meeting and calendar activities:
Workspace to Salesforce: Weflow will only log meetings from Google/Microsoft to Salesforce.
Salesforce to Workspace: Weflow will only log meetings from Salesforce to Google/Microsoft.
Both: Weflow will log meetings from both directions without creating duplicates.
Good to know: If you choose the option ‘Both’, then Weflow will not be able to update meeting events after they’ve been created.
F) Differences between email and calendar logging
There are no differences in the logging behavior for emails and calendar events.
G) Logging to tasks vs. email message
You can log emails to ‘tasks’ or the ‘email message’ object. The benefit of the email message object is that you can see the sender/recipient relationship, calculate reply rates, and better gauge email velocity. The downside is that the email message object requires more data storage than the task object.
Weflow always uses the task object with the subtype ‘event’ for calendar events.
6) Sandbox
You can test Weflow Activity Capture in a Sandbox environment via sandbox.getweflow.app.
The sandbox environment is an exact copy of our production environment with a different underlying database.
You can test everything in our sandbox environment, but to set it up in production, you must replicate the settings and go through the setup flow again.
7) Chrome Extension & Add-in
Weflow offers a Chrome Extension and an Outlook add-in for manually fine-tuning your logging logic. Learn more about them here.
8) Back-syncing emails & meetings
Weflow offers 3 months of back-syncing historical emails and meetings when purchasing our solution at no extra cost.
Weflow can back sync up to two years of activity data, which is especially useful if you shift from a solution like Einstein Activity Capture or another third party that does not use advanced objects like events or email messages.
Back-syncing emails or events requires 3-5 API calls per record, meaning that large amounts of back-syncing need to be spread out over several days or weeks—depending on the volume—to ensure the API usage does not interfere with your daily business operations.