If you're onboarding, work through the page in order: each section builds on the one before it. For those already onboarded, use this page as a refresher and opportunity to review Anima's most advanced features for greater efficiency.

What this guide covers

Teams group Anima users together (e.g. Coding, Admin, Prescribing, Medical Secretaries) so work can be assigned to a team rather than an individual. They're the foundation for shared inboxes, automatic assignment, and workflows — so they are best to set up early and regularly review.

Setting up teams lets you:

Once created, the team can be used to assign tasks, requests, and documents, to build auto-assignment rules, to route documents via workflows, and to filter across Triage and Documents.

Full detail: How to create and use teams in Anima

A few additional settings are worth reviewing to tailor Anima Documents to how your practice works.

Reminder to always Save Changes when updating settings.

To update Organisation Settings (including creating Workflows and managing teams), a user needs to have Admin permissions. To be given Admin permissions, speak to your practice leads.

To give a user Admin permission rights, head to Settings > Organisation Settings > Manage Team > Edit permissions role.

Control what Annie saves to the patient record to ensure record entries are reflective of what you're looking for.

Found under Settings > Organisation Settings > Documents - Processing.

Users can choose to include or exclude:

If you're looking for a reduced/clean view of the patient record, we'd recommend removing the Anima URL and Appended Tasks.

Anima ships with a default list of common letter types. You can add your own on top of these so they're available for filtering, routing workflows, and filing to your EHR.

To add a custom Task title that the team frequently uses, head to Settings > Organisation Settings > Documents - Intake > Scroll to the bottom of the page.

Further Tasking guidance:

Custom views are saved, filtered inboxes on the Documents dashboard. Rather than working from one large undifferentiated pile, each view shows only the documents that match a filter you define — and your team can switch between views in a single click. Custom views that you create will be visible for all members of the practice.

A view can be built around almost any combination of filters, for example:

For those starting out with custom views, here is what we'd suggest as a great starting point is a 3-tier system of outstanding letters.

(1) "High Priority" view

Creating Workflows (see below) where certain sets of documents and letter types are marked as High Priority will allow team members to instantly surface these in a custom view. It means team members can make a concerted effort that even with capacity constraints or backlog difficulties, the most clinically urgent letters are always completed first.

(2) "Medium Priority" view

There may always be certain Letter Types that need to be completed first (see above) but the next batch of important documents are likely those where Annie has detected GP Actions or Medication Change. Completing all letters in Medium Priority provides added assurance that the coding team generate tasks in shorter timeframes, unblocking clinicians and pharmacy team members from delivering necessary patient care.

(3) "Low Priority" view

It goes without saying that letters which are not marked as high priority and have no suggested tasks are more likely to be treated with less urgency. We also see many Anima practices use a 'Low priority' view as a custom view for junior coders or less experienced administrative team members to review letters. This reserves clinicians and more senior or experienced team members to focus on complex letter types in the High and Medium priority views.

A workflow automatically actions documents as they arrive in Anima based on the rules you set. Instead of every document being reviewed and assigned by hand, workflows do the triaging work so a higher percentage of documents land with the right team and more accurate information.

In practice, this means:

You don't have to build every workflow from scratch. The Workflow Library gives you ready-made templates, built from the most powerful automations across 700+ practices. Import one, tweak it to suit your practice, and you're routing correctly from day one.

To use it: go to Settings → Workflows → Workflow Library, find a template, and click Import Workflow. Once imported it behaves exactly like a workflow you built yourself — edit its criteria, actions, and order at any time.

Applying document criteria means sets the scope of the letters which are included in the workflow. Key Document Criteria to use:

Teams can further restrict criteria based on the Age group of the patient as well as Patient status.

Actions are the specific items you want to happen to the documents which match the scope of the criteria. Key actions teams use:

A good rule of thumb when building workflows: broad criteria for broad actions, tight criteria for precise actions.

Where the action is "loose" and low-risk (i.e. assigning to a team or setting priority) you can afford to keep criteria broad. The worst case is a document lands in a team's inbox or is unnecessarily marked as high priority, which is easy to correct. A single criterion (a letter type or an Annie tag) is usually enough.

Where the action is precise or very consequential (i.e. marking a document Ready to Save, or applying specific coding rules) you'll usually want to layer multiple criteria so the workflow only fires on exactly the right documents. Combine things like patient criteria (e.g. age 18–65), a full set of keywords, suggested-task conditions, and letter type. The tighter the match, the more confident you can be that an automatic, consequential action is correct.

As you become more experienced with Anima, there is likely a growing number of letters that you wish to be efficiently processed in seconds. That's where the "Ready to Save" workflows come into action. Whether they be 111s, adult DNAs with no suggested tasks, new patient registration forms, you can create Workflows for these document sets so that they automatically move to Ready to Save.

From there, a team member can routinely review Ready to Save can run through each letter in seconds, and then head to the Documents Homepage, select all, and Queue for saving - sending them all to the patient's record.

Suggested Tasks is our newest workflow action, and it expands Tasks beyond your standard GP Action and Medication Change suggestions. With it, you can have a workflow recommend any kind of task, including administrative ones, on the document sets where it's relevant.

What makes it powerful is its dual purpose:

Suggest a Task reminds your team of the task they need to watch for, and removes the effort of creating it when needed. Just remember it's a suggestion — the coder stays in control and confirms, edits, or skips it on each document.

The High-Impact Code Warning adds a brief, intentional checkpoint when a clinically significant code is about to be saved to a patient's record. Routine coding stays fast; the most consequential codes get a final confirmation before they reach the record.

How it works: When a coder saves a document, Anima checks whether Annie suggested and applied a code from your high-impact list. If so, the coder sees a warning and can either Confirm and save, or Go back to check the document. Codes that a team member manually searched and added never trigger the warning — so nothing is blocked unnecessarily.

How to turn it on:

Once enabled, the warning is active for everyone processing documents in your organisation.

Full detail: High impact code warnings