Email Logging in Salesforce: Using Email Message Objects versus Tasks Objects

Did you know that there are two different objects for tracking email messages? There is a task object and an email message object. Here are some questions we get asked about them and our answers. Let us know if you have any additional questions.

Q: Can you explain the difference between logging emails as email message objects versus using tasks in Salesforce?

Logging emails as email message objects and using tasks in Salesforce are two distinct methods of tracking and managing communication and activities within the Salesforce platform. Here's a breakdown of the differences between the two:

Logging Emails as Email Message Objects

• Nature and Purpose: Email message objects in Salesforce are designed to store detailed records of email communications. They capture information about emails sent from and received within Salesforce, allowing users to track the content, timing, and participants in email exchanges.
  

• Data Structure: The EmailMessage object is a standard Salesforce object that includes fields for storing various email attributes such as subject, body, sender, recipients, CC, BCC, date and time sent, and more. This structure is optimized for email data and is intended to reflect the specifics of email communication.
  

• Integration and Automation: Email message objects can be integrated with other Salesforce functionalities, such as workflow rules, process builder, or Apex triggers, to automate processes based on the content or metadata of the emails. This can help in automating follow-up tasks, logging information to related records, or triggering alerts based on email content.
  

• Visibility and Organization: Emails stored as email message objects are typically associated with relevant Salesforce records, such as Contacts, Leads, or Opportunities. This association helps users to quickly access all email communications related to a specific record, providing a comprehensive view of interactions with a customer or prospect.

Using Tasks in Salesforce

• Nature and Purpose: Tasks in Salesforce are action items or to-dos that can be related to various records. While tasks can be used to log the fact that an email was sent or received, they are more general-purpose and can represent any type of action, such as a phone call, meeting, or custom action.
  

• Data Structure: The Task object is a standard Salesforce object with fields designed to track the details of an action item, including subject, due date, priority, status, and a description field that could be used to summarize an email's content. However, tasks do not inherently have the structure to store full email metadata like sender, recipients, etc.
  

• Integration and Automation: Tasks can be used with Salesforce automation tools to create follow-ups or reminders based on the completion of certain activities. They are versatile and can trigger a wide range of automated processes across Salesforce records.
  

• Visibility and Organization: Tasks are associated with Salesforce records and are visible in the Activity History or Open Activities related lists, providing a timeline view of all actions, including emails, related to a record. This helps in tracking what actions have been taken and what needs to be done next.

Conclusion

• Use Email Message Objects when the focus is on tracking detailed email communications directly within Salesforce, especially when the content of the emails and the detailed email metadata are important for your sales or support processes.

• Use Tasks when you need a flexible way to track various types of activities (including emails) and their completion status, particularly when the action item or to-do list aspect is more critical than the detailed content of the emails.

Q: Are there limitations with flows or reporting between the two?

When comparing logging emails as email message objects and using tasks in Salesforce, there are some limitations and differences in terms of flows and reporting capabilities between the two approaches. Here's an overview:

Limitations with Flows

Complexity in Handling Email Data:

• Email Message Objects: Working with email message objects in flows can be more complex due to the detailed nature of email data. For instance, parsing email content, handling attachments, and managing relationships with other records (like Contacts or Cases) might require more sophisticated flow logic.

• Tasks: Tasks are more straightforward to use in flows since they are designed to represent generic action items. However, if a task is used to log email activities, the flow might not access the full range of email-specific data (like CC, BCC, email body, attachments) directly within the task object.

Automation Scope:

• Email Message Objects: Automation with email message objects can be very specific and detailed, targeting the intricacies of email communications. However, this also means that building flows that react to very specific email events or content could be more involved.

• Tasks: Flows involving tasks can be simpler to construct when the objective is to track the completion of activities or the need to trigger actions based on more general activity criteria (such as due dates, status changes).
  

Limitations with Reporting

Detail and Granularity:

• Email Message Objects: Reports based on email message objects can provide detailed insights into email communications, such as the volume of emails sent/received, response times, and the content of interactions. However, this granularity means reports can become complex and potentially unwieldy if not carefully designed.

• Tasks: Reporting on tasks can offer a broader view of all types of activities, including emails. While this is beneficial for overall activity tracking, it might lack the depth of information specific to emails, such as detailed analytics on email interactions.

Data Relationships and Visibility:

• Email Message Objects: Reports on email message objects can be closely tied to related Salesforce records (like Accounts, Contacts, Opportunities), enabling detailed analysis of email interactions in the context of sales or support processes. This relational depth is a strength but can also add complexity to report design.

• Tasks: Task-based reports are versatile and can encompass a wide range of activities, making them suitable for general productivity and activity tracking. However, the generic nature of tasks means that reports might not provide the depth of insight into email communications specifically, compared to email message objects.
  

Conclusion

• Flows: Flows involving email message objects might require more complex logic to handle the rich email data, whereas tasks can be simpler to work with but might not offer the same level of detail for email-specific automations.

• Reporting: Reporting on email message objects offers depth and granularity for email communications, ideal for in-depth analysis of email interactions. In contrast, task-based reporting provides a broader view of activities but might lack the detail for email-specific analytics.

Q: What is the difference in how data from these two methods are stored in Salesforce?

In Salesforce, data from email message objects and tasks are stored differently, reflecting their distinct purposes and functionalities. Here's an overview of the differences in data storage:

Email Message Objects

• Purpose-Specific Schema: Email message objects have a schema specifically designed to capture the intricacies of email communications. This includes fields for sender and recipient details (like From, To, CC, BCC), subject line, body content, date and time sent/received, and status (e.g., read, replied). This structure is optimized to store and manage detailed email data.

• Attachment Handling: Email messages can have attachments, and Salesforce stores these attachments related to the email message object, allowing for a comprehensive view of the email, including its content and associated files.

• Relational Data: Email message objects are often related to other Salesforce records, such as contacts, leads, or cases. This relational data is stored by linking email records with other objects through relationship fields, enabling users to view email communications in the context of specific records.

• Email Threads: Salesforce can track and store email conversations as threads, maintaining the continuity of communication with contacts or leads. This threading is part of the email message object's data structure, allowing users to follow the flow of conversations directly within the Salesforce environment.
  

Tasks

• Generic Activity Structure: Tasks in Salesforce have a more generic structure, designed to track a variety of activities, not just emails. Key fields include subject, due date, priority, status, and a description field that might be used to summarize the activity, including a brief note about an email communication.

• Flexibility in Usage: Tasks can be used to represent many types of activities, such as phone calls, meetings, and custom actions, in addition to emails. This flexibility means that the data stored in task records is less specific to email communications and more about general activity tracking.

• Association with Records: Like email message objects, tasks can also be related to other Salesforce records. This is done through relationship fields, allowing tasks to be viewed in the context of specific leads, contacts, opportunities, etc., but the relational data is more about the task's relevance to the record rather than detailed email interactions.

• Activity Management: Tasks are part of Salesforce's activity management features, including calendars and reminders. Data stored in tasks include information relevant to scheduling, tracking, and completing activities, which might not necessarily capture the full context or content of email communications.
  

Key Differences

• Data Specificity: Email message objects store data with a high level of specificity to email communications, including detailed metadata and content. In contrast, tasks store data related to general activities with fields that accommodate a variety of action types.

• Attachments and Content: Email message objects can directly store or link to email content and attachments, providing a complete picture of email exchanges. Tasks, on the other hand, might contain references to emails or summaries in the description but don't inherently support detailed email content or attachments.

• Use Case Orientation: The storage structure of email message objects is oriented towards detailed tracking and management of email communications, making it suitable for use cases requiring in-depth email analysis. Tasks are designed for broader activity management, suitable for tracking to-dos and actions across different interaction types.
  

The choice between using email message objects or tasks will depend on your specific needs for email tracking and activity management within Salesforce, taking into account the level of detail and specificity required, and how you wish to track and manage follow-up activities  for your business processes within Salesforce.