Document routing workflows allow you to automatically action documents when they arrive in Anima — for example, flagging discharge summaries as urgent or assigning safeguarding documents to a specific person. Here's how to set one up.
Getting Started
Go to Settings, Organisation Settings
Under Documents, open the Workflows tab
Click Create New Workflow
Step 1: Name Your Workflow
Give your workflow a clear, descriptive name so it's easy to identify — for example, "Urgent discharge letters" or "Safeguarding documents".
Step 2: Add Criteria
Criteria determine which documents trigger the workflow. You can add one or more conditions, and a document must match all of them to trigger the workflow.
Document criteria:
Criteria | Description |
Annie tagged | Annie has tagged the document (e.g. Safeguarding, Mental health, Did not attend, BP diary) |
Letter type | The document's letter type (e.g. Discharge Summary, Referral, Test Results) |
Contains any of these keywords | At least one of the specified words appears in the document |
Contains all of these keywords | All of the specified words appear in the document |
Sender | The sender name as it appears on the document |
Suggested tasks | Tasks Annie has suggested (e.g. GP action required, Medication change, No suggested tasks) |
Patient criteria (optional):
Criteria | Description |
Age | Under 18, Between 18 and 65, Over 65 |
Status | Active, Deducted, Deceased, No Patient Matched |
Step 3: Add Actions
Actions determine what happens when a document matches your criteria.
Action | Description |
Assign to | Assign the document to a specific person or team |
Set priority | Set the priority to High or Low |
Add these codes | Add specific SNOMED codes regardless of Annie's suggestions |
Consider these codes | Annie will prefer these codes when relevant |
Remove any other codes Annie added | Remove Annie's suggested codes |
Set status as "Ready to save" | Mark the document as ready to save to record |
Create tasks | Create Anima tasks (e.g. GP action required) and assign them |
Step 4: Save and Order Your Workflows
Once you're happy with your workflow, click Save.
Workflows run in order from top to bottom, so it's worth thinking about the order they sit in:
Use the up/down arrows to reorder workflows
Place more specific or urgent workflows higher in the list
Use the toggle next to each workflow to enable or disable it at any time
Importing and Exporting Workflows
Import: Click Import Workflows and select a
.jsonfile to add workflows that have been shared with youExport: Click the More (⋯) menu on a workflow and select Export to download it as a
.jsonfile
Example
Workflow name: "Urgent discharge letters"
Criteria: Letter type is Discharge Summary and contains any of the words "urgent" or "priority"
Actions: Assign to Dr Smith, Set priority to High
Any document matching these criteria will automatically be assigned to Dr Smith and flagged as high priority once Annie has processed it.
N.B on word specific routing
You can configure workflows to trigger on specific keywords or phrases found within the body of incoming documents, such as “death”, “deceased”, or “GLP-1”. Simply add these keywords as criteria when setting up your document workflows.
However, for more accurate routing (for example, capturing when a document is truly about death or GLP-1, rather than just mentioning them in passing or in a negative context), we recommend using Annie tags instead of keywords. Annie tags use AI to analyse the whole document and determine its clinical topics, so rules based on Annie tags are generally more reliable than simple keyword matching