My ScanSnap Setup And Workflow – ScanSnap Settings

Update: This post is now slightly out of date as I now use the ScanSnap S1300. You may want to sign up for my free 7 part e-Course while will more comprehensively take you through the steps to go paperless.

This is Part 1 of the My ScanSnap Setup And Workflow series.  Make sure to check out Part 2ScanSnap Post-Scan Processing.

I recently moved and have taken the opportunity to do a massive scan-and-purge-a-thon. Almost every piece of paper from my filing cabinet, and every piece of paper that comes into the house gets fed to my trusty Fujitsu ScanSnap S300M and, if appropriate, shredded.

After 2060 sheets scanned so far, I’ve settled on a workflow and some settings, so I thought I would post it here. While they’re for my S300M they should apply for any model.

Profiles

I have four profiles set up in ScanSnap Manager. A profile is basically a collection of settings that you want to use, normally associated with the type of paper that you are scanning.

scansnapprofiles.jpg

To create a new profile, go to ScanSnap Manager | Settings, click in the “Select A Profile” dropdown box, and choose Add Profile.

The four profiles I have set up are:

  • Standard – Double sided pages, all in one PDF
  • Stack Of Double – Double sided pages, one PDF per sheet
  • Stack of Single – Single sided pages, one PDF per sheet
  • Single All In One – Single sided pages, all in one PDF

Common Settings

There are some settings I have that are common to all 4 profiles:

Application Tab

scansnapapplication.jpg

I have all my profiles set to just scan to a file instead of an application. I will touch on that more in a bit.

Save Tab

scansnapsave.jpg

The files get saved to a ToProcess folder with the standard filename.

Scanning Tab

scansnapscanning.jpg

To slightly increase the quality without compromising on speed too much, I have Image Quality set to “Better”, with Auto Color Detection.

In addition to the common settings, I have some settings set specifically for each profile

Standard Profile

scansnapscanning300.jpg scansnapfileoptions.jpg

On the Scanning tab, I have it set to Duplex Scan so that it scans both sides. On the File Option tab, I clicked the Option button and chose “Multipage PDF”. This puts everything in the batch in one PDF file instead of splitting it up.

I also have “Continue scanning after current scan is finished” checked. This is because sometimes I will have large stacks that I want put in one file, but the stack is larger than the ScanSnap 300M can take in one run. By checking this, it will wait and keep adding to the same file after each scan (until I hit Finished).

Stack Of Double Profile

scansnapfileoptiononePer2.jpg

The Stack of Double profile is handy when I have a stack of double sided pages, but i want each page in a separate file. It uses Duplex scanning like in the Standard Profile with two differences:

  • I have “Continue scanning after current scan is finished” unchecked on the Scanning tab
  • In File Options | Options, I have it set to Generate one PDF file per 2 pages.

Stack of Single Profile

scansnapscanningsingle.jpgscansnapfileoption1per.jpg

The Stack of Single profile is the same as the Stack of Double, except I have Scanning Side set to Simplex (Single Sided) on the sca nning tab, and “Generate one PDF file per 1 page” set on the File Option | Options screen.

Single All In One Profile

scansnapscanninsingleall.jpg scansnapfileoptions.jpg
The Single All In One profile has Simplex and “Continue Scanning” set on the Scanning tab and Multipage PDF set in File Options | Options.

Why bother with a Single All In One profile when the ScanSnap removes blank pages? The ScanSnap is great at removing blank pages, but sometimes documents have markings or heavy creases on the back, and the ScanSnap doesn’t pick those up as blanks. Having a Single All In One profile saves me from deleting pages later.

Next time I will cover using OCR software and document management software to actually do something with these newly minted PDFs.

Do you have any other profiles or workflows that you use? Let us know in the comments.

Want More Help With Going Paperless?

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16 Responses to “My ScanSnap Setup And Workflow – ScanSnap Settings”

  1. jeroen February 9, 2009 at 6:37 am #

    Thanks for your useful tips! The droplet works really nice as well. This is a real time-saver.

  2. Brooks February 9, 2009 at 12:55 pm #

    @jeroen No problem at all, it's way too painful to sit there OCR'ing manually.

  3. NewUserofScanSnap June 9, 2009 at 11:36 am #

    I got a quick question could be a very dumb one..

    How do you rename your scanned files? Do you keep the default name or do you have a special naming scheme? also do you put all your scanned documents into one folder or do you have say one for receipts one for important documents? Do you mind sharing your methods?

    Thanks

  4. meagain June 9, 2009 at 11:47 am #

    oops just noticed you had a section on this.. thanks

    • BrooksD June 9, 2009 at 1:35 pm #

      No worries, just let us know if you have any questions!

      • Marc August 22, 2009 at 7:08 am #

        Hello BrooksD,

        me again :)

        I continue to test scansnap and now I don't seem to find any option for "one PDF per sheet" or "all in one PDF". I start to wonder if I should try to get a copy of scansnap manager v4.0 or something, it looks sort of poor :(

        any clue as to where should I have to look into?

        thanks in advance,

        Marc

  5. Bree March 2, 2010 at 1:48 pm #

    The Part 2 to this post appears to be a dead link…

  6. Scansnap User May 18, 2011 at 6:48 am #

    I have a Scansnap s1500 and used it to scan a document which contains some handwritten notes on it. After the document was scanned, the handwritten notes were replaced by weird fonts and characters. I think it tried to convert the handwritten notes but was not very successful. Has anybody else experienced this issue and how do you resolve it. I checked the setting and scan with OCR is unchecked. Any ideas? Thank you.

    • BrooksD May 18, 2011 at 8:06 am #

      Wow I have never heard of that. On the Applications tab of your ScanSnap Profile, what does it have there?

    • Lucas January 9, 2012 at 6:02 pm #

      If your profile saves it as a document not as a picture or JPEG then it will scan it as such. Choose a different profile for these and let Evernote scan your handwritten notes (the ScanSnap doesnt do handwritten nearly as well as print).

  7. Warren October 23, 2011 at 5:59 pm #

    Is it possible to set a profile where it will save file to my desktop and send to my evernote account at the save time

    • BrooksD October 23, 2011 at 6:42 pm #

      It is, but are you on Mac or Windows?

  8. nitmd April 9, 2013 at 9:17 am #

    Found this and I see it's old, but I'm trying to do the stack of singles routine, but with each single having a different name. This is mostly for bills, so I don't have to scan all at once. I'm not seeing how to name them to what I want; the only option I see is to serialize them. Otherwise, after I rename the first one, the program closes.

    • nitmd April 9, 2013 at 9:18 am #

      Need to check before posting. That should say …so I don't have to scan one at a time.

  9. Tom July 24, 2014 at 9:53 am #

    If i’m scanning all my documents directly into Evernote why do they also go to a file in

    scansnaps Image saving folder too?

    • Brooks Duncan July 24, 2014 at 11:12 am #

      Some people like that behavior and some don’t. As for why, that’s just how they designed it.

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