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Overview

This workflow triggers every time a new email is received and updates a custom field on the Person record with the total count of emails from that sender.

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Prerequisites

Before setting up this workflow, create a custom field on the People object:
  1. Go to Settings → Data Model → People
  2. Add a new Number field
  3. Name it something like “Number of emails received from this person”

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Step-by-Step Setup

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Step 1: Configure the Trigger

  1. Go to Workflows and create a new workflow
  2. Select Record is Created as the trigger
  3. Choose Message Participants (available under Advanced objects)
A Message Participant is a combination of a message ID and a person ID, creating one unique record per message. This is easier to track than Messages directly because we can access the handle field, which contains the sender’s (or recipient’s) email address.

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Step 2: Filter on Role

  1. Add a Filter action
  2. Set the condition: Role equals FROM
This ensures you only count messages sent by this person, not messages sent to them.

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Step 3: Search All Message Participants with Same Handle

  1. Add a Search Records action
  2. Select Message Participants as the object
  3. Add filters: Handle equals the handle from the trigger (the sender’s email address) and Role equals FROM
  4. Increase the Limit from 1 to 200 (the maximum)
This finds all messages from this email address to get the total count.
The Search Records action is limited to returning 200 records maximum. However, since you’re only using the totalCount value (not the individual records), this step will return the total number of emails sent by this person.

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Step 4: Update the Person Record with a Create or Update Record action

  1. Add a Create or Update Record action
Use Upsert Record instead of Update Record here. This lets you identify the person by their email address (the handle field) rather than requiring a record ID from a previous step.
  1. Select People as the object
  2. Find the person by matching their email to the handle from the Message Participant
  3. Set your custom “Number of emails received” field to {{searchRecords.totalCount}}
The totalCount value from the Search Records action represents the total number of emails received from this person.