Legacy — Email Logging

Email Logging keeps a record of e-mail with customers. Every message in one Gmail mailbox, received or sent, becomes a Message in Communication. When the other person has an open Relationship in the CRM, the whole thread also becomes one Interaction on that Relationship, and the follow-up date moves: reply today when they wrote, check again in three days after the first message you sent. Mail between internal addresses and automatic senders is skipped. The workflow never creates a person.

The workflow is inactive. It has never been published in n8n, so nothing on this page is running yet. Before activating lists what has to be in place first. One copy of the workflow serves one mailbox.

Superseded. On 2026-11-06 this design was replaced by Email Capture and its two sub-workflows, which read one capture mailbox (non-reply@snackprompt.com) fed by Google Workspace routing instead of one Gmail credential per seller, and write Deals instead of Relationships. This workflow stays saved and inactive in n8n; this page describes it as saved, Relationship steps included, and will be removed when the workflow is deleted.

The Communication maintainer owns the Message records and the mailbox setup; the CRM maintainer owns the Interactions and the follow-up rules.

Flow

Generated from the n8n version in the box above: every box is a node and every arrow is a connection in n8n. Pink pills are triggers, yellow hexagons are If and Switch nodes with their outputs on the arrows, blue cylinders read (Airtable, Data Table, HTTP GET), green cylinders write, purple boxes call another workflow, and dashed arrows are error outputs.

flowchart TD
  subgraph g0["Read the mailbox"]
    n13(["Gmail Trigger"]):::trigger
    n0["Config"]:::logic
    n17["Normalize"]:::logic
  end
  subgraph g1["Resolve the context"]
    n6[("Find Mailbox Account<br/><small>GET Tooling Tool Account</small>")]:::read
    n20["Resolve Seller"]:::logic
    n8[("Find Membership (CRM)<br/><small>GET CRM Membership</small>")]:::read
    n7[("Find Membership (Communication)<br/><small>GET Communication Membership</small>")]:::read
    n4[("Find Channel<br/><small>GET Communication Channel</small>")]:::read
    n11[("Find Person (CRM)<br/><small>GET CRM People</small>")]:::read
    n19["Resolve Person"]:::logic
    n10[("Find Person (Communication)<br/><small>GET Communication Person</small>")]:::read
    n9[("Find Message<br/><small>GET Communication Message</small>")]:::read
    n5[("Find Interaction<br/><small>GET CRM Interaction</small>")]:::read
    n12[("Find Relationships<br/><small>GET CRM Relationship</small>")]:::read
    n18["Prepare"]:::logic
  end
  subgraph g2["Communication Message"]
    n16{{"Message Exists?"}}:::decision
    n22[("Update Message<br/><small>PATCH Communication Message</small>")]:::write
    n3[("Create Message<br/><small>POST Communication Message</small>")]:::write
    n1["Continue"]:::logic
  end
  subgraph g3["CRM Interaction"]
    n14{{"Has Relationship?"}}:::decision
    n15{{"Interaction Exists?"}}:::decision
    n21[("Update Interaction<br/><small>PATCH CRM Interaction</small>")]:::write
    n2[("Create Interaction<br/><small>POST CRM Interaction</small>")]:::write
  end
  n13 --> n0
  n0 --> n17
  n17 --> n6
  n6 --> n20
  n20 --> n8
  n8 --> n7
  n7 --> n4
  n4 --> n11
  n11 --> n19
  n19 --> n10
  n10 --> n9
  n9 --> n5
  n5 --> n12
  n12 --> n18
  n18 --> n16
  n16 -->|true| n22
  n16 -->|false| n3
  n22 --> n1
  n3 --> n1
  n1 --> n14
  n14 -->|true| n15
  n15 -->|true| n21
  n15 -->|false| n2
  classDef trigger fill:#fde7f3,stroke:#d6409f,color:#111
  classDef decision fill:#fff7e0,stroke:#c99a00,color:#111
  classDef read fill:#e8f1ff,stroke:#3b82f6,color:#111
  classDef write fill:#e7f8ee,stroke:#16a34a,color:#111
  classDef subflow fill:#f3e8ff,stroke:#9333ea,color:#111
  classDef wait fill:#f1f1f1,stroke:#888,color:#111
  classDef logic fill:#ffffff,stroke:#999,color:#111

Systems it touches

Every Airtable call is an HTTP Request node with one Airtable token credential. Reads filter by field name: {Login Alias} and {Tool} in Tool Account, {Membership #} in the CRM Membership mirror, {Membership ID} in the Communication Membership mirror, {External Identifier} in Channel, {Email} in both People mirrors, {External Message Id} in Message and {Evidence URL} in Interaction. Writes use field IDs. Renaming one of those fields breaks its lookup without an error: the node returns no record and the flow goes on as if nothing matched.

The CRM and Communication pages describe the records this workflow fills: Communication, CRM and Tooling and Access, where the mailbox’s Tool Account and its membership binding live.

Trigger and mailbox

Gmail Trigger polls the mailbox of its Gmail credential every minute with the search in:inbox OR in:sent, read and unread, and returns full messages (not the simplified format). Each new message is one item.

Config sets two values that every later node reads: mailbox, the address of this copy’s mailbox, and internalDomains, a comma-separated list of the company’s own e-mail domains. The mailbox in Config must be the same mailbox as the Gmail credential; nothing checks that they match.

What Normalize keeps

Normalize turns each message into one item and drops the ones that are not customer contact.

When every message of a poll is skipped, the execution ends at Normalize.

Resolve the context

Each kept message runs nine lookups in a row, one HTTP call each.

1. Mailbox account. Find Mailbox Account looks in Tooling for the Tool Account whose Login Alias is the mailbox and whose Tool contains Google Workspace. Resolve Seller reads its Bound Membership ID.
2. Memberships. Find Membership (CRM) looks for the CRM Membership whose Membership # starts with that number followed by “ - “. Its Business Unit becomes the accountable company. Find Membership (Communication) looks for the Communication Membership with that Membership ID. With no Bound Membership ID, both lookups find nothing.
3. Channel. Find Channel looks for the Communication Channel whose External Identifier is the mailbox.
4. People. Find Person (CRM) looks for the counterparty’s e-mail in the CRM People mirror and Resolve Person collects the Relationships linked to it. Find Person (Communication) looks for the same e-mail in the Communication Person mirror.
5. Existing records. Find Message looks for a Message whose External Message Id is the Gmail id. Find Interaction looks for an Interaction whose Evidence URL is the thread link.
6. Relationship. Find Relationships reads the person’s Relationships. Prepare keeps the ones whose Stage* is not Lost or Disqualified and takes the first whose Accountable (Company)* contains the accountable company, then the first whose Accountable (Membership)* contains the membership, then the first open one.

Prepare then builds both records and adds a note when something is missing: no Tool Account for the mailbox, no membership, the counterparty not in the CRM People mirror, or no open Relationship. The notes go into the Message’s Failure Reason.

Write the Message

Message Exists? sends the item to Update Message when Find Message found one, and to Create Message otherwise. Both send the same fields, so processing a message again overwrites its Message with the same values. Continue then hands the prepared item to the CRM part.

The Message is written even when the person or the Relationship is missing; that is the only record such a message gets.

Write the Interaction

Has Relationship? stops the item unless Prepare found an open Relationship. Interaction Exists? then sends it to Update Interaction when an Interaction already has this thread link, and to Create Interaction otherwise. One thread is one Interaction: its Date* and Result follow the latest message processed.

“Today” is the UTC date at processing time.

Fields written

Communication Message (Create Message and Update Message)

CRM Interaction

In the Interaction table, the field named Person was the link to Relationship; it was deleted with that table on 2026-11-04. Every write sends typecast: true: a select value that does not exist yet is created as a new option. Message Status has no Received option today, so the first inbound message creates it.

Nodes

The workflow has 24 nodes: 23 that run and one sticky note. For an If node, output 0 is true and output 1 is false.

Connections

Settings and error handling

The schedule is the Gmail Trigger poll, every minute. A call that still fails after three tries stops the execution; the items already written in that execution stay written.

Before activating

Check each item in the systems, then publish the workflow in n8n.

Known gaps

The workflow has never run. These come from the node configuration.

Recover a partial write

Look at what was saved before you process a message again.

Keep this page in sync

The box at the top shows the n8n version this page describes. Open the workflow in n8n: when its last save is newer than the date in the box, this page is out of date until the next review. Every node and every connection of that version is listed in Nodes and Connections.