How To Switch Between Computers For ScanSnap iX500 Wi-Fi Scanning

How To Switch Between Computers For ScanSnap iX500 Wi-Fi Scanning

In July 2013, Fujitsu released a big software update for the ScanSnap iX500. The iX500 now supports wireless scanning to a Mac or Windows computer.

This works well, but what if you have more than one computer that you’d like to scan to over Wi-Fi? You can switch between them, but it is not obvious how to do it.

This video shows you how on both Mac and Windows. It involves a little-known utility called the ScanSnap Wireless Setup Tool.

View the video below, or click here to watch it on YouTube. If you are able to, I recommend that you watch it with HD turned on.

This video on switching wi-fi scanning computers for the ScanSnap iX500 is part of a series of quick videos on paperless tips and topics. View more in the series here.

About the Author

Brooks Duncan helps individuals and small businesses go paperless. He's been an accountant, a software developer, a manager in a very large corporation, and has run DocumentSnap since 2008. You can find Brooks on Twitter at @documentsnap or @brooksduncan. Thanks for stopping by.

Leave a Reply 36 comments

james joseph - December 12, 2018 Reply

Great to see blog about scansnap iX500. i have got lots of information about of scansnap iX500.

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Andrew - August 31, 2018 Reply

I use the Scannable app that allows multiple phones/iPads to trigger the ScanSnap and send to various locations. The scanner and all mobile devices have to be on the same WIFI network to work (ie: your phone can’t just be on 4G network). Video with shared ScanSnap in second half of the video: https://www.youtube.com/watch?v=knmDArtrsoY

Canon USA Support - August 18, 2018 Reply

I think the use of a shared folder on a network or used in a homegroup that is set up is most likely the best option for me, but I don’t think that will suit everyone.

Judy - February 10, 2018 Reply

Thank you for this great article. I didn’t realize the SnapScan could only connect and scan to one device at a time via Wi-Fi. Now at least I understand how to get it to scan to my 2nd laptop. Your article is better than the ScanSnap troubleshooting guide. THANK YOU!

graeme Gibson - September 4, 2015 Reply

My usage needs would be met by a WiFi connected scanner that worked like this:
a. the scanner holds connection details for one or more computers to which documents need to be scanned;
b. the user at the scanner selects, from a lscrollable list on the scanner itself, which computer he/she wishes to scan to. Scansnap configuration on each computer could require clicking OK on the selected computer.
c. user’s scanned documents are handled at the selected computer according to its scansnap configuration. For example, documents to be stored as pdf files in a specified folder, with file names automatically generated using a designated template. or a user interaction might be required to type a name for each file.
d. when the user has finished with the scanner they de-select the computer they had chosen, either using something on the scanner, or scansnap software on their computer, leaving the scanner free for the next person.
e. In a perfect office I would like to have more than one Scansnap able to connect to any number of computers. this sort of solution would be very attractive in small to medium offices and in many homes where both parents and several school-age children all have their own computers and each has sporadic need to scan documents. (I now scan all household bills, all store receipts and invoices, user instructions for appliances as well as items of interest from magazines and newspapers. )
Cheers to all, Graeme

Mindy Hunter - August 21, 2015 Reply

We are trying to set up our scanner so anyone in the office can use it Wi-Fi. Which if i am understanding the comments correctly can be done. It looks like everyone must download the software to their computers first. Would it be possible to just download the software to the server and then everyone would have access to the software?? As I am reading through the comments there is a question I never found answered – As you scan your documents to the shared folder on the server can you set it up so that there is no user intervention.?? Example, you have 20 individual documents to scan, can you scan the first, then scan the second and then repeat 18 more times and NOT have to name the document each time before you move on to the next. If this can’t be done then really the only thing to do is load the software on every computer and “switch computers” each time the scanner moves to a new desk. Correct?

    Maitri Meyer - April 12, 2016 Reply

    Mindy, Did you ever get an answer to your question? We have the same situation at our office and I can’t figure it out! Thanks.

    Felix - January 31, 2017 Reply

    hey there,

    maybe late but just playing around like you
    Everybody can install the software but this won´t help you as for switchting the scanning Laptop you will need to connect at first via USB – which makes in a large office no sense – this is a major paint point of scansnap

Jason Wyckoff - July 1, 2015 Reply

I love my scanner, but now I want to connect it (via wifi) — and I don’t have the ability to connect the scanner to USB. Can I register the computer/scanner to each other for wifi scan WITHOUT connecting it via USB initially?

Thanks in advance,
Jason

Alex Phillips - February 5, 2015 Reply

I think the use of a shared folder on a network or used in a homegroup that is set up is most likely the best option for me, but I don’t think that will suit everyone. Wouldn’t it be easier for each computer to be able to access the ‘Scansnap Wireless Setup Tool – Maintenance – Switch Computer’ option when there is a need to scan to that particular computer?

Alex Phillips - February 5, 2015 Reply

If you have two computers and want to scan wirelessly to both at different times, then to switch scanning from one to scan to the other computer, you have to pull the usb cable from the first and attach it to the second then start the Scansnap wireless Setup Tool software, and then you can start scanning. But if you plug the usb back into the first computer anything scanned will go to the first.

In my opinion, this is not wireless scanning when you have to keep switching the cable between computers. The process is dependent on a cable (a wire) so its not wireless.

Stu - February 4, 2015 Reply

Alex hijacked my question and he got an answer. lol.

Is there a way to do what I need, thanks Brooks?

Any help appreciated.

Alex Phillips - February 4, 2015 Reply

The wireless ScanSnap1x500 is not quite totally wireless, is it.

I think trading standards needs to hear about this.

I think it is a fraudulent misrepresentation as well.

    Brooks Duncan
    Brooks Duncan - February 4, 2015 Reply

    Not sure what trading standards is, but once you set it up you can scan away without cables to your heart’s content. Not sure what they’re fraudulent about.

    (In other words, pain in the ass feature <> fraud)

Stu - February 4, 2015 Reply

Thinking about it, would it be possible to have scansnap scan to a shared folder – say on a server (shared to all four PC’s). Is it possible to instigate a scan from the scansnap device itself that automatically scans to this shared folder, for all to see the scanned files?

Thanks

    Brooks Duncan
    Brooks Duncan - February 4, 2015 Reply

    You can scan to a shared folder. That’s probably the best approach. Have one computer hooked up via USB or Wi-Fi and scan to a shared folder. Fujitsu actually wrote an article on this a while ago: http://scansnapcommunity.com/tips-tricks/10998-scan-and-save-a-document-onto-a-network-drive/.

    You can also have one connected via USB and one connected via Wi-Fi, you just need to make sure ScanSnap Manager isn’t running on the USB connected one.

      Stu - February 4, 2015 Reply

      Great thanks, Brooks.

      So to clarify
      .
      1. Set-up the SS on a PC (via USB connection between SS & PC) to auto save to a network folder (as a one off).
      2. Then any user can put documents in the scanner and from the device itself (snapscan), you can start/instigate scanning by feeding it or pressing a button and it will default save to that folder (all without having to access the PC that is connected to the snapscan).
      3. Then any user, who has the network shared drive can see files in the shared folder and use as necessary.

      Sorry for requiring the nitty-gritty, but I’m ready to purchase one and need to make sure this method works. Thanks again!

        Brooks Duncan
        Brooks Duncan - February 4, 2015 Reply

        That’s right, except for the “as a one off” part. What you do is set up a Profile in ScanSnap Manager to do this, and after that all scans will use it (unless the person on the connected PCS switches profiles for some reason).

        You might find my Unofficial ScanSnap Setup Guide helpful as it goes through Profiles and all that sort of thing. http://www.documentsnap.com/unofficial-scansnap-setup-guide/.

Stu - February 4, 2015 Reply

Great information on this site, thank you. However I do have a query.

As per Laveille’s question, I have a medium sized office with 4 pcs that will all want to connect at different times during the day. What is the best solution for this?

Thanks for any help.

    Maitri Meyer - April 12, 2016 Reply

    Stu, Did you ever get an answer to your question of how to connect a Scan Snap scanner to more than one computer in an office environment?

Laveille Voss - November 11, 2014 Reply

I accidentally figured that out but my question is I am trying to have my office of 4 computers be able to connect to the ScanSnap. Is there another ScanSnap product that will allow me to do that?

rich - November 1, 2014 Reply

It would be great if this could scan wirelessly without need for the computer to be logged in – the setup I’m looking for is this:

1- ScanSnap in a convenient location, connected through wireless
2- scan the document without need for user intervention at the PC
3- later, retrieve and file the document from the default hard drive location (WD Cloud)

Unless I’m missing something, steps 2 and 3 don’t work with or without USB cable.

I don’t see any way to scan to the default folder using the default naming convention without user intervention at the PC required – is this possible with the ix500 ??

MIRANDA - May 27, 2014 Reply

Awesome video! Thanks for the help.
Will it require me to plug in the USB every time I want to go wireless again? My boss keeps the ScanSnap in his office and we want to scan interchangeably. Will I have to walk my laptop into his office to plug it in every time I want to use this wirelessly?
I appreciate the help!!

    Brooks Duncan
    Brooks Duncan - May 27, 2014 Reply

    I think what I would do is have it plugged into his computer by USB and then yours by wifi. Then you can both use it. Just make sure he doesn’t have ScanSnap Manager running when you try to scan.

      Aldona - July 22, 2014 Reply

      Hi Brooks,

      Just want to clarify: in this May 2014 post you suggest to plug in one computer by USB and another by wifi, but in August 2013 you wrote that “No, when the USB cable is connected, that is the only connection it will use.”

      I’m just getting started and trying to figure out the best setup for two computers.

      Aldona

        Brooks Duncan
        Brooks Duncan - July 22, 2014 Reply

        Sorry for the confusion. The ScanSnap will use the USB connection if USB is plugged in *and ScanSnap Manager is running*. If ScanSnap Manager is not running on the USB-connected computer, other decices can scan via wifi. At least in my experience.

          Aldona - July 22, 2014 Reply

          Thanks! That’s great!

Nannette - May 23, 2014 Reply

Thank you for this. So glad I found your video. I hope ScanSnap/Fujitsu releases a utility that makes it so we don’t have to do this every time we switch computers. I have two macs and use them both interchangeably. Thank you.

Nannette

Markus Mohr - May 20, 2014 Reply

Excellent!

nils - November 19, 2013 Reply

Do I realy have to connect the device via USB to change the WiFi Connection? Isn't it possible to do that via the WiFi connection of the currently connected PC?

Nigel Loughnan - August 19, 2013 Reply

Thanks very much dude, awesome. Never would have found that.

Rich - August 17, 2013 Reply

good encouragement! thanks

Adam - August 1, 2013 Reply

Great to see wifi scanning extending to computers too. Can you have one computer connected via USB and a second computer connected via wifi at the same time?

    Brooks Duncan
    Brooks Duncan - August 1, 2013 Reply

    No, when the USB cable is connected, that is the only connection it will use.

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