How to Solve Top Activity Capture Challenges Salesforce Admin Face Daily

How to Solve Top Activity Capture Challenges Salesforce Admin Face Daily

Last Updated on August 17, 2022 by Rakesh Gupta

Dreamforce returns in all its glory for its 20th anniversary this year and as a Salesforce partner, Revenue Grid is delighted to share this event with you. Designed for Salesforce users, Revenue Grid helps companies with complex sales scenarios automate activity capture and then identify and eliminate revenue leaks with its revenue intelligence capabilities.

Come meet Revenue Grid at Booth #530, where we’ll be sharing our knowledge and expertise on the solution and how it solves the main challenges Salesforce Admins face daily.

43% of Admins and Consultants faced one or more of these problems in the last year:

  • No reportable data in Salesforce​
  • Compromised security protocols​
  • Unsynchronized recurring events ​
  • Lost CRM data after migration​
  • Limited customization and configurability

Here’s a quick overview to help you fix major activity capture issues you (might) face daily and unlock revenue intelligence functionality for your teams.

No Reportable Data in Salesforce

For any manager, it is essential to ensure that important metrics such as customer engagement, sales activity, and communication data are reportable in SFDC and that these reports are based on complete and accurate data. The major challenge for Admins here is that captured activities (Tasks, Events) are often not logged and reportable in Salesforce. Even worse, advanced Salesforce tools like Einstein Activity Capture cannot address this challenge.

On one hand, it appears that emails captured by EAC are not stored as physical records in Salesforce. Instead, they are stored on a third-party server (AWS) and shown as virtual records on the Timeline and in the Activities Analytics dashboard. The virtual records are retained for a maximum of 24 months or as little as 6 months on Einstein Activity Capture Standard. In addition, when customer data is stored on third-party servers, it becomes vulnerable to external threats, meaning you can lose your past and current Salesforce data when migrating to another platform.

On the other hand, Revenue Grid allows Admins to build accurate reports by automatically capturing all business-related activities. Simultaneously, the captured Activities are logged as Tasks and Events in Salesforce and data is always under your control. This means you can easily migrate to another software without the risk of data loss. Revenue Grid also allows admins to configure what data can be logged in Salesforce using allowlists, denylists, and custom rules.

Vulnerability to Security Threats

Many companies typically have very strict information security policies and have to guarantee complete customer data privacy. They need to host all data-related software on-premises or on private servers to ensure that they meet the standard security and privacy requirements. Even the possibility of breaches potentially leaking customer data is enough to deter them from considering other tech solutions as options. Unfortunately, in EAC the data is stored on third-party AWS servers, which does not provide the standard level of protection organizations require.

The ability to deploy Revenue Grid on either a private cloud server or on-premises is unique. These deployment options tend to be a requirement in verticals such as Fintech, Public Sector, and Healthcare. Revenue Grid products can be deployed in a multi-tenant mode where customer configuration and data are logically separated on the application and database level. Also, it can be deployed in a private tenant configuration where customer data is physically separated from any other data.

Revenue Grid ensures unique customer data confidentiality thanks to the following reasons:

  • Customer PII data is not stored
  • Security reviews at every stage of product development
  • Automated penetration tests
  • Physical security tests of certified data centers
  • Independent audits
  • Compliance with international data privacy regulations
  • Built-in audit of actions for Microsoft Exchange for improved accountability and transparency
  • MS Graph support

Limited Customization and Configurability

Companies need to streamline their sales reps’ productivity and customize data capture to Salesforce through specific workflow automation, where records such as meetings, emails, and attachments would automatically be linked to multiple objects in Salesforce like Contacts, Accounts, and Opportunities.

An additional requirement is a flexible synchronization between Salesforce and Outlook, which has to prevent contacts from syncing to Outlook if they do not meet the pre-determined criteria. Here, Admins face the limited customization and configurability of Salesforce and that’s where Revenue Grid shines. Whatever your business requires, we can fit our solution to your unique requirements​.

Revenue Grid is fully customizable to the requirements of any business and allows you to:

  • Overcome the problem of multiple “Related To” relationships in Salesforce, ensuring accurate reporting and data hygiene
  • Set up one-way or two-way sync, multi-match data capture, and more
  • Exclude specific domains and certain object types from the sync
  • Apply role-based data quality filters to prevent contacts from syncing to Outlook and ensure advisors only receive contacts relevant to them
  • Remove events with certain criteria from the calendar

Calendar Sync that Doesn’t Work

Another pain Admins face daily is the conflict between Outlook and Salesforce calendars. Scheduling seems daunting to the end users because Salesforce’s Lightning Scheduler does not check Outlook calendar – the calendar end users use every day for availability. This creates conflicting events in both calendars. The other problem is that synchronization for recurring events is not supported. As a result, recurring events synced from ​the calendar aren’t saved as recurring events in Salesforce. They create a series of unrelated single events, visible only in the Activities list.

Revenue Grid has Lightning Scheduler Adapter that solves this problem easily. When clients book meetings, Revenue Grid will check real-time availability in both Salesforce and Outlook calendars, thus eliminating conflicting appointments. The booked meetings will appear both in Salesforce and Outlook calendars synchronously.

Revenue Grid has unique synchronization capabilities that simplify your daily workflow. It:

  • Automates data entry and calendar sync
  • Provides bi-directional calendar sync
  • Auto-syncs recurring events between Outlook and Salesforce


If you’re curious about other Admin challenges Revenue Grid can address or want to see our CRM automation tool in action, please visit our sessions at Dreamforce 2022.


Maria Gordienko is Head of Communications at Revenue Grid.

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