There are 4 types of standard workflow actions:
- Tasks: can be assigned to a user, a role, a record owner, or a team role. They can not be assigned to multiple users. If necessary, create as many tasks as users. They can be tracked in the activity history.
- Email alerts: can be assigned to a user, role, record owner, record creator, or team role. Email alerts are actions that send emails, using email templates. The latter have to be created before setting up the rule. Email alerts are not logged in activity history .
- Field update: is an action that automatically updates a field with a new value. The field update can also trigger other workflow rules. If the field history is tracked, modifying the field adds an entry to the History related list.
- Outbound message : sends information to a designated endpoint (eg to an ERP), like an API
When working with a workflow rule, you must define a default workflow user. This user will retrieve the actions that Salesforce failed to send. Ex: If you plan to send a task to a role that contains multiple users, it will be routed to this default workflow user. Sending a job through workflows can only be for one user at a time.