This questions has come up with a couple of our Salesforce.com clients so we thought we’d share this information.
When using Workflow rules to trigger email alerts, activities are not
automatically logged when the email is sent. Some users would like a way to
track if and when an email was sent under the activity related list. To do
this, have the Workflow trigger a task (in addition to the email alert that
is sent). You can assign the task to the record owner, a certain
role, or a specific user. You can also set the task to “Completed” so it
will just be used for tracking purposes.
Once the Workflow is triggered, the email will be sent and a completed
activity will be logged on that particular record simultaneously.
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Salesforce does not allow configuring the Activity Type field in the Workflow Task layout. Thereforce, the created task can only take the default Task Type. In my org the deafult is “Call” and it is creating a lot of confusion. I cannot create a workflow to update the task type either because they all get evaluated at the same time. Is there a better way to do this? Thanks.
How to assign the task to the creator? I don’t see such option. Am I missing something? Thanks!
Thank you for your comments. In answer to your questions:
1) You are correct. You cannot configure standard or custom fields in a workflow task. There are quite a few discussions about this on the developer boards and in IdeaExchange. If you go to http://developer.force.com/ and enter “workflow task fields” in the search box, you will find some workarounds that may fit your business practice needs
2) This article was taken from a Salesforce KB article and the “Creator” part has changed so you are no longer able to select that option unless the owner is the creator. I went in and checked the article and it is still the same in Salesforce as above so I will notify Salesforce of the discrepancy and remove “Creator” from our article. Thank you for bringing this to my attention.