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Fujitsu ScanSnap: Stop Progress Window Popping Up On The Mac

ScanSnap in a MeetingAfter you press the Scan button on a Fujitsu ScanSnap, a progress window pops up showing you what the scanner is doing.

If you, for whatever reason, don’t want that to happen, you can turn that progress window off on the Mac.

Over on the ScanSnap Community, they have a helpful tutorial for toggling this behavior:

How to Do Background Scanning on a Mac.

Although active windows are great to show the scanning progress sometimes they can get in the way of your work flow. There is a quick and easy way to deactivate the pop-ups on your Mac just by changing a couple of settings.

I think I still like to see what is going on, but that’s a great little hidden setting if you want to keep things a bit more quiet.

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Fujitsu ScanSnap – Automatically Password Protect PDFs

Password lockWhether you are storing your documents locally or uploading them to the cloud, more and more people are wanting to password protect or encrypt their sensitive documents. There are ways to do this manually, but with the Fujitsu ScanSnap, it can be done automatically.

As usual, how you do it depends on the platform that you are using.

Windows

The Windows ScanSnap Manager software has the ability to password protect PDFs built right in, but the option is a bit hidden.

To do this, you can’t scan using the Quick Menu. You have to set up a ScanSnap Manager Profile. If you have no idea what the Quick Menu is or how to set up a Profile, I invite you to check out my Unofficial ScanSnap Setup Guide.

Once you are in your Profile, go to the File option tab and click on the Option… button.

ScanSnap Manager File Option Tab

In the window that pops up, there is a Password section. Check Set a password for PDF file.

ScanSnap Manager Password

When you scan using your ScanSnap, it will prompt you to enter a password.

ScanSnap Manager Password Prompt

If you want to use a fixed password for all documents scanned using this Profile, you can check Use a fixed password and enter your password in the Profile.

Once this is set up, any document you scan using this ScanSnap Manager Profile will be password protected.

Mac

Unfortunately, on the Mac things are not so simple. For whatever reason, the Mac ScanSnap Manager does not have password encryption built in.

One option is to use Automator which is built into the Mac. You can scan using your ScanSnap to a folder, and then use this awesome Automator action to highlight and encrypt the documents.

If you want things a bit more automated, I adapted the action to be a Folder Action instead of a Service. I created a folder called ToEncrypt and then told Automator to watch it.

Encrypt PDF Automator Folder Action

If you’d like, you can download my Automator action here.

This works for me, but if anyone has any other clever options for automatically password protecting PDFs on the Mac, please drop them into the comments.

Do you password protect your scanned PDFs? How do you do it?

(Photo by Scott Schiller)

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Scan To Box With Fujitsu ScanSnap

Box LobbyAs far as cloud providers go, Box has carved a niche for itself as a service for business. 97% of the Fortune 500 use it, and from my experience even smaller businesses like bookkeepers, financial planners, and even individuals have started to flock to it.

Unfortunately, the Fujitsu ScanSnap does not have Box integration built in. There is software you can buy to connect the two, but it is easy to set up ScanSnap-to-Box scanning yourself for free using the tools that both companies provide. Here’s one way to do it.

Install Box Sync

Box provides a tool called Box Sync that will allow you to synchronize files between Box and your Mac or PC. This is what we will be using.

When you log in to Box, you will see a button on the right that says Install Box on your computer. Click that and download the software.

Install Box Sync

Warning: When you install it, any files you have in the “root” of your Box account (in other words, not in a folder) will be copied down to your computer. If you don’t want that, move those files to a folder first.

Once it is installed and you have logged in with your Box credentials, you will see the Box Sync screen.

Box Sync

Of course, it will look a bit different on Windows but the concept is the same.

Find Your Box Folder

Box Sync will create a folder on your computer, and that is where we will be scanning to.

When you go to the Settings tab, you will see your Box Sync folder listed. Make a note of that because we will need it later.

Box Sync Folder Location

Decide Where Scans Will Go

If you want to just scan documents to the root of your Box account (in other words, not in a folder), you just need to make a note of the above folder and you can skip this step.

If you want your scans to go to a specific folder in your Box account, there is one additional thing you need to do.

In Box, find your folder (in my example it is called Box Inbox). Click the little downward triangle and choose Sync Folder To Computer.

Box Sync Folder To Computer

Once you do that, your folder should appear on your computer inside that Box Sync folder you made note of earlier.

Set Up ScanSnap To Scan To Box

If you use the Quick Menu with your ScanSnap (that little window with icons that pops up after you scan), you can just scan a document, choose Scan To Folder, and choose your Box Sync folder that you made note of earlier.

If you use ScanSnap Manager, you can create a Profile that will send scans right to that folder without your involvement.

To do that, create a ScanSnap Manager profile (in my case I am being original and calling it Scan to Box). On the Applications tab, you can either choose Scan To Folder if you want it to pop up a window allowing you to name and save it, or if you want it to be more automated, choose None (Scan To File) and it won’t prompt you at all.

Box ScanSnap Scan To File

On the Save tab, choose the Box Sync folder that you made note of earlier, or the subfolder that you selected to sync to your computer.

Box ScanSnap Save Tab

Set up the rest of the ScanSnap Manager Profile however you’d like. If you need assistance setting up profiles, you can read the ScanSnap manual or may I humbly suggest my Unofficial ScanSnap Setup Guide.

Scan Away!

Once my profile was set up, I scanned to my Box Inbox folder that I had selected to sync. You can see the document here.

Box Inbox Computer

The document automatically appears in my Box.com account.

Document in Box account

Here is it using Box’s very nice PDF viewer.

Box Preview PDF

Once you have all this set up, scanning to Box with a ScanSnap is fast and easy. Do you have a different method to scan to Box? Let us know in the comments.

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Fix For ScanSnap Evernote Failed to start up Evernote for Mac Message

Failed to start up Evernote for MacAt the moment, a number of people are having problems using the Fujitsu ScanSnap’s built-in “Scan To Evernote (Document)” functionality. I’ve received many emails, the forums have a number of complaints, and the people who are hit by the issue are getting the following error message:

Scan To Evernote (Document)
Failed to start up Evernote for Mac.

Make sure that the selected application is installed correctly.

For some, a bit of voodoo-like rebooting or re-installing appears to have fixed the issue, but for others nothing has helped.

I stumbled across this blog post by software developer Aaron Douglas: Fix ScanSnap on Mac not opening Evernote properly. In it, he figures out what exactly is wrong and how to fix it (at least until the next Evernote update).

Turns out Evernote is broken. EvernoteHelper.app is an embedded application that runs while Evernote is running (or while it’s in the background) and if you’re set to English, its name is the same as the main Evernote application. Technically, the CFBundleName is being overridden in the InfoPlist.strings file.

If you have no idea what you just read, don’t worry about it. Check out his blog post for the step-by-step instructions. It’s slightly technical, but not too too bad.

One note: awesome DocumentSnap reader Jeff Knouse pointed out on Twitter that in Step 2, you need to be careful to select the entire string all the way to the end. It might not be obvious that there is more that you don’t initially see.

Did this tip work for you? Please leave a report in the comments.

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ScanSnap SV600 And Accessibility For The Visually Impaired

ScanSnap SV600When I did my initial review of the ScanSnap SV600, I focused mostly on the device’s book and object scanning capabilities.

In the comments, a few readers had questions about its suitability for users with visual impairments. How does the SV600 fare with accessibility in mind?

Serendipitously, Jordyn Russell did a post over on the ScanSnap Community in which she interviewed Terry Blosser, a PSU student and ScanSnap user who also happens to be visually impaired.

Given Terry’s significant difficulty reading printed materials, the SV600 has quickly become an indispensable tool for him. In addition to using the SV600, Terry uses several other adaptive technology programs to assist with reading.

It’s a good read and talks about his workflow scanning and having material read to him. Check it out if you have questions about the ScanSnap and accessibility.

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My Thoughts On The ScanSnap Evernote Edition

ScanSnap EvernoteSince the 2013 Evernote Conference, I have received many many (did I mention many?) e-mails asking me what I think about the new ScanSnap Evernote Edition.

I understand why this is. I’ve written many posts about the ScanSnap, and I’ve written many posts about Evernote, so I am solidly inside the Venn diagram for this thing.

Frankly, I have resisted posting about it because there hasn’t been much information about it. I had to miss the conference this year, and I haven’t tried it myself.

Evernote has now fleshed out their FAQ page, so it is more clear how it all works.

The Hardware

The ScanSnap Evernote Edition is clearly a re-branded ScanSnap iX500 with a more “Evernote-y” look and a green light instead of ScanSnap blue.

The Software

The big change is the software. There is a “ScanSnap Manager Evernote Edition” that I understand the Evernote folks had a big hand in designing.

When you install it, it asks you to choose a default notebook for Receipts, a default notebook for Business Cards, and a default notebook for Documents.

It runs in the background, and when you scan, as far as I can tell it will detect the type of document you are scanning and then upload it to the appropriate notebook in Evernote.

By the way, in the interests of science I installed the ScanSnap Manager Evernote Edition and tried using my iX500 with it. No luck. Drat.

Scanning Outside Evernote

When the device was first announced, my first thought was “what if you want to scan outside Evernote?”

It appears that there is an Advanced menu where you can tell ScanSnap Manager to save your scans to a certain folder. It doesn’t appear that you can set it to scan to other applications, but I could be wrong on that.

My Thoughts

I want to reiterate that I have not tried the ScanSnap Evernote Edition myself, and I have not been able to get Evernote to answer any questions about it.

If your destination for scanning is Evernote 99% of the time, it appears that this is an extremely seamless and easy to use experience. The hardware is certainly a no-brainer, being a rebranded iX500.

Personally, I like the flexibility and future proofing of being able to scan to wherever I want, including Evernote, so I would stick with the regular old ScanSnap iX500. You know your usage best.

Has anyone tried or considered it? I’d love to hear your thoughts in the comments.

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ScanSnap SV600 Supported On The Mac

When the ScanSnap SV600 was released, it was supported on Windows only. You can read my review of the ScanSnap SV600 here where I go through all the features of the scanner.

Thanks to a tip from awesome DocumentSnap reader David, I see that there is an online update for the ScanSnap iX500 that adds support for the SV600.

To Install If You Already Have An iX500

  • Make sure ScanSnap Manager is running
  • Go to Help > Online Update
  • Follow the instructions

If you want to see this in video form, I’ve created a short video.

http://www.youtube.com/watch?v=D3uKtbgZ45E

What If You Don’t Already Have An iX500?

To be honest, at this point I am not sure what the best course of action would be. I recommend waiting until Fujitsu officially releases it for the Mac.

If you want to live dangerously, I suspect that installing the iX500 software from here and then doing an Online Update would work. However, I have not tried it without actually having an iX500, so you are on your own for this one.

Update 11/07/2013: The SV600 is now cross-platform for Mac and Windows. The Mac software can be downloaded [from Fujitsu][sv600mac].

ScanSnap SV600 On The Mac

I’ve been playing around with the SV600 on the Mac (yay!), and so far, so good.

I started with scanning a book, and it did the same page detection as in my SV600 review on Windows.

ScanSnap SV600 Mac Book

You can see the results of that book here. I scanned a magazine too.

I tried multi-document detection too, and it worked well. I scanned a card that my son made that would never fit in a document feeder, and a postcard.

ScanSnap SV600 Multi-Doc

It detected them as multiple documents. You can see the results here.

ScanSnap SV600 Multiple documents

I’ve been waiting for the ScanSnap SV600 to be supported on the Mac, and now it is (sort-of) here. Hopefully it will be sold as a fully hybrid model soon.

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Fujitsu ScanSnap On Mavericks – Your Experience?

MavericksTo my great surprise, the latest version of Mac OS X, 10.9 Mavericks, was released yesterday. I am about to go on a trip so I am holding off upgrading for a bit, but I want to check – how is the Fujitsu ScanSnap on Mavericks working for you?

ScanSnap Mavericks Compatibility

The short version is, all modern ScanSnap models seem to be supported.

If you want further details, here is the support page for each model:

  • ScanSnap iX500: Supported. See this page and the instructions below.
  • ScanSnap S1500/S1500M: Supported. See this page and the instructions below.
  • ScanSnap S1300/S1300i: Supported. See this page and the instructions below.
  • ScanSnap S1100: Supported. See this page and the instructions below.
  • ScanSnap S510M: Supported. See this page.
  • ScanSnap S300M: Supported. See this page.

Preparing Your ScanSnap For OS X Mavericks

If you have an ScanSnap iX500, S1500, S1500M, S1300i, S1300, or S1100, the best way to go is to do an online update.

To do that:

  • Make sure ScanSnap Manager is running
  • Go to Help > Online Update
  • Follow the instructions

If you want to see this in video form, I’ve created a short video.

Adobe Acrobat

Have you tried Acrobat 8 or 9 on Mavericks? How does it work for you? You can also keep an eye on this Roaring Apps page for user reports.

Your Experience?

So, how is your ScanSnap and related software working on Mac OS X Mavericks?

I’d appreciate it if you left a comment either way. I’ll update this post as new information becomes available.

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Field-Based File Naming With Forms inMotion For ScanSnap

Forms inMotionI tell anyone who will listen that one of the keys to being able to find your paperless documents later is to have a consistent, descriptive naming convention. As much as possible, you want similar documents to be named the same way every time.

This is easier said than done, especially when you have others working with you. Tools like text expansion tools can help, but how can you ensure that everyone is naming files the same way?

Thanks to awesome DocumentSnap reader Michael, I came across this interesting application called Forms inMotion. Forms inMotion is a whole electronic forms solution, but the part that we are interested in here is the ScanSnap integration that they have created for naming documents on Windows.

You set up Forms inMotion with the ScanSnap like you would any application, and then the really interesting stuff happens once you start to configure it.

Create Keywords

When you are setting things up, you want to think about what information you want to make sure is in the filename every time. You set these up as keywords.

Here I am creating an Invoice keyword, and as you can see I want it to be required.

Forms inMotion Invoice Keyword

I’ve decided that I want to capture Invoice, Invoice Date, Amount, and Vendor name, so I’ve set these up as my keywords.

Forms inMotion Keywords

Decide Where To Save It & See Results

You then decide where you want these types of documents you want to be saved, and give this Profile[1] a name. I am going to be boring and keep it as the default.

Forms inMotion Save Location

You can then do a little test to see the results. As you can see, I put some data in to each of the fields, and at the bottom it will show the sample filename.

Forms inMotion test filename

Scan With Forms inMotion

I grabbed a document and put it in as a test. After the normal ScanSnap scanning process, the Forms inMotion application pops up. I’m presented with my Profile, and fill in the requested keywords.

Forms inMotion Fill Fields

You can see that it has created a file with a file name built from the data that I entered into the fields.

Forms inMotion Scanned Documents

My Thoughts

I can see Forms inMotion being very useful in a business environment, where you want to a) enforce consistency, and b) make it easy for people to name files without having to mess around in Windows Explorer. I’ve long thought something like this would be a good idea, and I am happy KeyMark made it.

If it were up to me, there are a few things I’d change. The software works well when you are scanning one document at a time, but part of the power of the ScanSnap is that you can throw a stack of paper into it and have it scan all your documents at once.

Let’s say I have it set so that I scan a stack of documents and it produces a bunch of PDFs. In Forms inMotion, I can see all my documents there, and it looks like I can go through each one and name them with the fields.

Forms inMotion Multiple Files

However, that’s not actually what happens. What happens is the first file gets named, and the rest just get saved with the default ScanSnap-generated filename.

Forms inMotion files

I think it could really enhance the power of the application if you could scan a stack of documents into it, and then go through and apply the fields to each one.

Another nice thing would be to have field types, so you could have a date field using the same format each time. I’m just an idea guy though… they can run with it.

I think Forms inMotion makes the most sense for business users. The price is $249 one time, $49 per year, or $10 per month if you prefer the subscription option. That is likely a bit high for your average home user, but for businesses I could see it being worth it for having a consistent, easy to use workflow. There is a free trial if you want to see how you like it, or click one of the links below if you want to purchase and support DocumentSnap at the same time.

Click here to purchase Forms inMotion for ScanSnap.

Click here to subscribe to Forms inMotion for ScanSnap.


  1. Not to be confused with a ScanSnap Manager Profile, but you could call it the same name to be consistent if you want.  ↩

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ScanSnap SV600 Available on Amazon

ScanSnap SV600 MagazineAs promised in my ScanSnap SV600 review, I’ve been keeping my eye on the online sites to see when the SV600 would start being available.

I just noticed that at the time of writing, the new scanner has popped up on Amazon Prime.

Here are some other countries’ availability:

If you buy a ScanSnap SV600 through any of those links, you’ll be buying me a (small, Vancouver prices being what they are) lunch. Thanks so much!

If you’ve found it online and shipping elsewhere, feel free to leave a comment and give us a heads up.

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