https://managingworkflow.org/2019/11/09/workflow-management-rules-and-tools/

Workflow management rules provide a way for businesses to design their own business processes without the need for vast programming knowledge. These rules let businesses automate the process of completing tasks and spot any potential problems in real time.

In a workflow rule, the evaluation criteria are defined to determine when the action is required to be performed. The criteria may be based upon a variety of parameters, such as field values and record types as well as the ownership of records and more. Workflow rules can also be configured to trigger actions in response to events that are related to notes in a specific module. For example, a company could set up the rule to execute when notes are changed or added so that it’s easy for support teams to keep track of mentions of competitors in emails and respond promptly.

A rule can trigger an immediate action or a scheduled event. Instant actions occur right after the rule is activated. Scheduled actions trigger later.

The scheduled action will be executed at the date and time specified. The action can be an email notification, task field update webhook or function. You can also select any email notifications or tasks, field updates or webhooks to be associated with the planned action. You can also choose an appropriate tag to be used to filter recorded data for this specific action.