Adding one How To article to the workflow section (#16760)

- added an image, one article - updated the 2 files under the Navigation folder but not the docs.json - no need to redirect the links given this is a new article
2025-12-22 19:10:54 +01:00
parent 0dec4b9b67
commit 60897b255a
4 changed files with 75 additions and 0 deletions
@@ -151,6 +151,7 @@
                  "label": "CRM Automations",
                  "pages": [
                    "user-guide/workflows/how-tos/crm-automations/send-email-alerts-with-tasks-due",
+                    "user-guide/workflows/how-tos/crm-automations/display-number-of-emails-received",
                    "user-guide/workflows/how-tos/crm-automations/formula-fields",
                    "user-guide/workflows/how-tos/crm-automations/display-related-record-data",
                    "user-guide/workflows/how-tos/crm-automations/closed-won-automations",
@@ -151,6 +151,7 @@
                  "label": "CRM Automations",
                  "pages": [
                    "user-guide/workflows/how-tos/crm-automations/send-email-alerts-with-tasks-due",
+                    "user-guide/workflows/how-tos/crm-automations/display-number-of-emails-received",
                    "user-guide/workflows/how-tos/crm-automations/formula-fields",
                    "user-guide/workflows/how-tos/crm-automations/display-related-record-data",
                    "user-guide/workflows/how-tos/crm-automations/closed-won-automations",
@@ -0,0 +1,73 @@
+---
+title: Display Number of Emails Received
+description: Create a workflow to automatically count and display the number of emails received from each contact.
+---
+import { VimeoEmbed } from '/snippets/vimeo-embed.mdx';
+
+<img src="/images/user-guide/workflows/workflow-number-of-emails-received.png" style={{width:'100%'}}/>
+
+## 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.
+
+
+
+
+## Related
+
+- [Workflow Actions](/user-guide/workflows/capabilities/workflow-actions)
+- [Create Custom Fields](/user-guide/data-model/how-tos/customize-your-data-model)
+- [Search Records Action](/user-guide/workflows/capabilities/workflow-actions#search-records)