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Display Number of Emails Received

packages/twenty-docs/user-guide/workflows/how-tos/crm-automations/display-number-of-emails-received.mdx

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import { VimeoEmbed } from '/snippets/vimeo-embed.mdx';

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.

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"

Step-by-Step Setup

<VimeoEmbed videoId="1148700336" title="Video demonstration" />

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)
<Note> 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. </Note>

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.

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.

<Note> 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. </Note>

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

  1. Add a Create or Update Record action <Warning>

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. </Warning> 2. Select People as the object 3. Find the person by matching their email to the handle from the Message Participant 4. 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.