Tag Archives: S1500

Reader Story: Adding Amounts To Document Filenames

This post is part of the paperless stories feature at DocumentSnap. Some stories are from readers that have successfully gone paperless, some are still going through it. Would you like to share your story too?

Today’s featured DocumentSnap reader is Sophie Perreault from Quebec, Canada.

What problems were you trying to solve by going paperless?

Getting rid of paper clutter, and being able to find (and stop losing!) any piece of paper in less than a minute!

What were the biggest stumbling blocks?

Having time to scan everything!

The other hassle has been the backlog of old stuff. Going through the file cabinet, or piles and scanning the huge pile is a big job.

Tell us about your paperless workflow

My Fujitsu ScanScnap 1500 sits on my desk. Whenever I get a piece of paper, I put it in the drawer underneath the scan. Whenever I have a few minutes to spare, I scan whatever is in the drawer. I use a file system to separate personal vs business documents. For business stuff, I change the title of the document to YYYYMMDD–supplier/client–description–amount. Easy to sort in chronological order, and having the amounts right there makes tax time that much faster!

Is this for a business?

Yes. I am a freelance translator and I work from home. While most of my work is done electronically (translating in Word, sending PDF bills via email), I still had paper coming in (check pay stubs, contracts, bills for whatever supplies I boughts, etc.)

Thanks Sophie, I really like the tip about having the amount in the filename. I can see how it would make things easy to find and enter into spreadsheets, etc.

If you have questions for Sophie, leave a comment and I will try to get them answered.

(Photo by brad montgomery)

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Will ScanSnap S1100 Software Play Nicely With Older ScanSnaps?

I have a theory, based on no data whatsoever, that Fujitsu is going to sell a lot of ScanSnap S1100 scanners to people who already have another ScanSnap.

Your average home or small business user will most likely not need multiple scanners, but I could see people who travel a lot, visit client sites, or hit trade shows benefiting from having the S1100 as their portable scanner while leaving their S1500, S1500M, or S1300 back at the office. At a sub-$200 price point, this lets them have a the best of both worlds: a fast and high powered dual sided scanner at the office, and a fast and mobile scanner on the go.

This got me thinking: how nicely does the S1100′s software play with other ScanSnaps? To find out, I’ve been running my ScanSnap S1300 with the S1100′s software for the past month or so on my Mac. A few notes about this not-at-all-scientific test:

  • I’ve only been doing this heavily on my Mac. I assume Windows results are similar, but haven’t dug too deeply
  • I don’t have a S1500 or S1500M, so while I assume results with those scanners are similar, I can only speak to the S1300 from first hand experience
  • I have no clue what Fujitsu’s official policy is on running newer software with older scanners. If you ever need to contact Fujitsu support about something, they may (?) give you a hard time

Profile Migration

ScanSnap Manager Migrated Profiles

I was very happy to see that my old ScanSnap Manager profiles were carried over when I installed the S1100′s software. They also did this when I upgraded from the S300M to the S1300. This is a very nice touch for power users.

Scanning With Old Profiles

ScanSnap Scanning

Scanning with my pre-S1100 profiles on the ScanSnap S1300 continued to work with no problems that I could see. You can see that the “scanning” progress window has a new look.

Scan To Evernote

One nice thing about the S1100 is that it will now scan directly to Evernote, meaning that you don’t need to do any ScanSnap Evernote integration tomfoolery. Is that a hardware or a software thing? Let’s find out.

In ScanSnap Manager there are two new options for the Application tab: Scan To Evernote (Document) and Scan To Evernote (Note).

Scan To Evernote Options

In case you’re wondering what the difference is, Document will attach the scan as a PDF to a new note whereas Note will embed the pages as JPGs in new notes.

On the Scanning tab, with the S1300 turned on, you can see that we have the option for both double-sided and single-sided scanning.

Scanning Tab

Lets try scanning a double-sided document using Scan To Evernote (Document) on the S1300.

Evernote scanned note

Hey look, it worked.

One interesting note, when I have the S1100 plugged in and turned on and go into that Scan To Evernote profile, on the Scanning Tab I now only have the option to scan single-sided.

S1100 Scanning Tab

Scan To Google Docs

Now let’s try to scan to Google Docs using the S1300. Here is the Application settings button of a new Scan To Google Docs profile I have created.

Scan To Google Docs

Looking good!

Google Scan Succesful

…and, there it is in Google Docs scanned with my ScanSnap S1300.

Scan in Google Docs

Scan With Both ScanSnaps Plugged In

What happens when you have both ScanSnaps plugged in and turned on at the same time? Will a hole open up in the space-time continuum?

Too Many ScanSnaps

Looks like those killjoys at Fujitsu were one step ahead of me.

So, there you go. As far as I can tell, as long as you are using only one ScanSnap at at time, using older models like the ScanSnap S1300 will work fine with the ScanSnap S1100′s software.

Have you tried running multi-ScanSnap? Let us know your experiences in the comments.

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Top 10 Going Paperless Products Of 2010

Happy New Year everyone! I hope you had a great one and are ready and roaring to go for 2011.

As part of my annual review, I was looking back at my logs for sales through Amazon.com, and I thought you might be interested in the top 10 products that DocumentSnap readers bought through Amazon in 2010.

Here it is in pie chart (mmm… pie) form:

Amazon Top 10 Pie Chart

Here are the top 10 products:

  1. Fujitsu ScanSnap S1300: Fujitsu’s personal Mac & Windows document scanner. A little surprised this one was #1 to be honest!
  2. Fujitsu ScanSnap S1500M: Fujitsu’s Mac desktop scanner. Mac users are representing!
  3. Fujitsu ScanSnap S1500: Fujitsu’s Windows desktop scanner
  4. Western Digital Elements 2TB External Drive: Happy to see my favorite external drive listed here
  5. Neatco NeatDesk: Neatco’s desktop scanner including the NeatWorks software that a lot of people like
  6. ScanSnap Carrying Case: Can’t say I realized so many people use a carrying case for their S1500, but guess I was wrong!
  7. Doxie: Apparent’s ultra portable scan-to-cloud scanner
  8. NeatReceipts: Neatco’s portable receipt scanner (as the name implies)
  9. Fellowes P-57Cs Shredder: Light duty home or home office cross-cut shredder
  10. Fellowes SB-99Ci Shredder: Small business cross-cut shredder

So there you go. This list tells me two things:

  1. DocumentSnap readers love their ScanSnaps (no surprise)
  2. I clearly need to diversify my coverage a bit more (again, not really a surprise, but ignore what I just said until after tomorrow’s post)

Thanks to all the DocumentSnap readers that bought their paperless products through my Amazon links this year. I (or more accurately, Starbucks) thank you very much.

(Photo by Jude Doyland)

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Use Adobe Acrobat To Add Pages To An Existing Document

Sometimes rather than creating new PDF files every time, you want to scan to an existing document.

Over on the ScanSnap Community, they’ve posted a helpful video showing how to use Adobe Acrobat (which comes with the ScanSnap S1500) to scan to Acrobat and then add the pages to an existing document.

The video is below, but head on over to the Community for some restrictions and things to keep in mind.

If nothing else, watch the video for the swingin’ music.

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ScanSnap and Hazel Is A Match Made In Paperless Heaven

HighlighterThere are a lot of tricks out there for keeping your documents organized based on their location or filename, but the holy grail is to be able to keep them organized based on the actual contents of the documents themselves.

I have written before about how the Fujitsu ScanSnap S1500, the S1500M and the S1300 allow you to use a highlighter pen to automatically assign keywords to a PDF.

However, once you have those keywords assigned, how does that help you?

If you’re on Windows, you can use the “Distribute By Keyword” feature of the included ScanSnap Organizer to move the files to a cabinet, but Mac users are out of luck there.

I humbly submit that using a highlighter, OCR, and the awesomeness that is Hazel, Mac users can one-up even the mighty ScanSnap Organizer.

What Is Hazel?

As my clients have been learning lately, I have been engaged in a torrid love affair with a Mac application known as Hazel from Noodlesoft. At a very high level, it lets you create rules to automatically keep your files organized.

I have written about how you can use Hazel with Evernote, and David Sparks at Macsparky has a great guide for moving PDFs based on filename.

I wanted to do something that would marry the searchable goodness of the ScanSnap with the ninja skills of Hazel.

Set Up The ScanSnap For Keyword Highlighting

The first thing you’ll need to do is set up a ScanSnap Manager profile to read highlighted text and make keywords out of it.

First, on the Scanning tab, I have had best luck setting the Image quality to “Best” (300dpi). At anything lower, the ScanSnap wasn’t picking up the keywords consistently.

Image quality

Then on the File Option tab, make sure that “Set the marked text as a keyword for the PDF file” is checked. That will tell it to look for any highlighted text and turn it into a keyword in the PDF.

Set marked

You will, of course, want to choose a folder to save the PDF to. Make a note of this folder because we will need it when we switch to Hazel. In my case it is called ToMove.

Get Out Your Highlighter

Is it Hi-liter or Highlighter? I never know. Anyways, now take your pen and highlight the word or phrase that you want to move the file based on.

Essentially what we will be doing is saying “if the PDF contains this keyword, do something with it”.

All I have handy are grocery receipts, so you can see I highlighted “EXTRA FOODS”.

Grocery receipt highlighted

Scan And Check Keywords

Now scan your document using your shiny new ScanSnap Manager profile. When it is done, open up your new PDF in Preview, go to Tools > Inspector (or hit Cmd-I), and click on the magnifying glass. If everything worked properly, you should see the text that you highlighted.

PDF with keywords

Set Hazel To Move Based On Keyword

Let’s say we want to move any PDF with the keyword “EXTRA FOODS” to a folder called Filed Documents (we’d probably want to move it to a grocery-specific folder, but let’s just pretend).

Open up Hazel and on the left side, click the Plus to add a new folder. Add your ToMove folder that you used as a scan destination in ScanSnap Manager.

Hazel To Move

Now in the right pane, click the plus to add a new rule. Give it a name.

You can set a number of criteria and rules here, but to keep it simple we will leave it as “all conditions”, then set:

  • Kind is PDF
  • Keywords contain EXTRA FOODS

Next, set it to Move the file to folder Filed Documents

Hazel move based on keyword

Hit OK to save it. If you want to see what your rule will catch, you can click on the little Gear icon near the bottom and choose “Preview Rule Matches”. If everything is set up properly, your newly-scanned document should show there.

If it doesn’t show, check the PDF to make sure that it really has keywords and re-check your rule setup.

If your document shows in the preview, either wait for Hazel to do its thing, or click on the Hazel icon in the Menu bar, choose Run Rules, and choose the rule that you just created.

Set Hazel To Rename Based On Keyword

Let’s say that instead of moving a file based on a certain keyword, we want to give our files a name based on the highlighted text. Is this possible? Why yes, yes it is. Let’s use our new Hazel Ninja powers and do it.

Create a new Hazel rule as we did before, but this time for the criteria, set this:

  • Kind is PDF
  • Keywords is not blank

Next, in the “Do the following” section, choose “Move file” to folder “Filed Documents” (if you choose), and then set up the following:

  • Choose Rename file
  • In the with pattern section it will say “name” and then “extension”. Click on “name” and hit the delete key. We want to get rid of that.
  • Let’s give the filename a date. Drag “date created” up before extension. If you prefer, click the little down arrow in “date created” and choose Edit Date Pattern and change to whatever pattern you choose.
  • Drag “other” up between “date created” and “extension”. It will ask you to select a Spotlight Attribute. Scroll down to find Keywords and hit Select.
  • If you prefer, click on the little down arrow in “keywords” and change which keywords are selected and how they are formatted.
  • You might want to click between “date created” and “keywords” and put a dash, but that is up to you.

Your final rule should look something like this:

Hazel move rename keywords

Now when we scan that same Extra Foods receipt, our Hazel rule will move the file to Filed Documents and rename it like this.

Renamed PDF

Forget Keywords, Use Hazel To Move Based On Searchable Text

Let’s say you want to forget about this whole highlighter/keyword thing. You already have scanned and searchable PDFs. Can’t you just move based on the OCR’ed text in the documents? Let’s find out.

So you really, really like the vegetable kale and you want to move any scanned receipt that has the word Kale in it (can you tell all I had around for this demo is grocery receipts?).

First, here is our receipt:

Kale receipt

Next, we obviously need to be using a ScanSnap Manager profile that has “Convert to searchable PDF” checked on the File Options tab. Again you will have better results if you use 300dpi for Image quality.

Now we set up another Hazel rule, this time using the following criteria:

  • Kind is PDF
  • Contents contain Kale

Then do something with it such as move it to Filed Documents.

Hazel OCR Rule

Now when you scan a document that has the word “Kale” in it, Hazel will move it.

These were a few examples of things you can do in Hazel to be a document management ninja. Hopefully it will give you some ideas.

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Fujitsu ScanSnap: How Are The S1300 and ScanSnap S1500 Models Different?

I get asked this question quite a bit: “What is the difference between the Fujitsu ScanSnap S1300 and the ScanSnap S1500 series?”, and then the logical followup: “Which should I buy?”.

I decided to put together this blog post for me to point people to, so here is a rundown of the differences between the ScanSnap models.

ScanSnap S1500ScanSnap S1300ScanSnap S1500M

Speed

  • S1500/S1500M: Up to 20 pages per minute
  • S1300: Up to 8 pages per minute

Clearly the S1500 series has the edge here. If you are doing a large amount of scanning, you will probably want to go with the S1500 or S1500M.

Capacity

  • S1500/S1500M: Maximum 50 sheets
  • S1300: Maximum 10 sheets

Again, the S1500 is a pretty clear winner. If you are regularly scanning more than 10 sheets at a time, you will probably want to pick up the S1500 or S1500M. Otherwise, the limited capacity of the S1300 is going to get pretty annoying.

Size/Weight

  • S1500/S1500M: 11.5 x 6.3 x 6.2 in. (292 x 159 x 158 mm). 6.62 lb (3.0 kg).
  • S1300: 11.18 in. x 3.90 in. x 3.03 in. (284mm x 99mm x 77mm). 3.08 lb. (1.4kg).

Both versions of the ScanSnap are compact, and I am not sure that this category has a “winner” per se, but the S1300 is quite a bit smaller and lighter than the S1500 series.

Operating System

The S1500 is designed for Microsoft Windows. However, it does include Mac OSX drivers and can be used to scan on a Mac. It does not include the extra software (including OCR software) for Mac.

The S1500M is designed for Mac OSX. However, it does include Windows drivers and can be used to scan on a PC. It does not include the extra software (including OCR software) for Windows.

Fujitsu is calling the S1300 their first “hybrid scanner”. It is designed to be used both on Windows and the Mac, and comes with all the software for both.

Included Software

The ScanSnap S1500 includes the following software:

  • ScanSnap Organizer
  • Adobe Acrobat 9 for Windows
  • CardMinder 4.0
  • ABBYY FineReader for ScanSnap

The ScanSnap S1500M includes the following software:

  • Adobe Acrobat 8 for Mac
  • CardIris 3.6
  • ABBYY FineReader for ScanSnap

The ScanSnap S1300 includes the following software:

  • ScanSnap Organizer (Windows only)
  • CardMinder 4.1 (Windows only)
  • ABBYY FineReader for ScanSnap (Windows and Mac)
  • CardIris 3.6 (Mac only)

If you’re paying attention, you’ll notice right off the bat that the S1300 does not include Adobe Acrobat. That may or may not make the price difference worth it to you.

Mobility

While I wouldn’t call the S1500 or S1500M a big scanner, it is clearly not as mobile as the S1300.

Aside from size and weight, the ScanSnap S1300 has the ability to run off a USB port’s power, so you theoretically don’t even need to take your power adapter with you.

Color

Come on, don’t pretend that the look of your peripheral isn’t important.

The ScanSnap S1500 has a black and silver look, while the S1500M is a more Mac-y white and grey.

With the release of the hybrid S1300, Fujitsu decided to go with the S1500′s color scheme. Bye bye white!

Of course, there is always the lacquer option too.

Other Goodies

The ScanSnap S1500 and S1500M come with a carrier sheet, so you can more easily scan odd-sized paper.

So Which Is Better?

I bet you know what I am going to say here: It depends!

If you have a large and/or regular volume of paper, I strongly urge you to go for the ScanSnap S1500 or the ScanSnap S1500M. The extra speed and paper capacity will save you lots of time.

If you have a need to be mobile, or if you do only a small amount of scanning, you can probably get away with the ScanSnap S1300.

The right model of ScanSnap for you really depends on your needs. As Apu said to Mr. Burns, “Just look into your heart, and you will find the answer.”

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Do You Want A Hand-Lacquered ScanSnap? Of Course You Do

I happen to think that the Fujitsu ScanSnap S1500 and S1300 are pretty good looking machines, as far as scanners go.

But sometimes, I want more. Like for example, it would be nice to have a bird hand-painted on it.

Well, it’s my lucky day.

PFU, which is the division of Fujitsu in Japan that makes the ScanSnap, is celebrating its 50th anniversary. How else to do that but to release a limited edition, traditionally lacquered ScanSnap S1500 and S1300.

Each one is made to order and they are limited to 25 of each.  How much do they cost? If you have to ask, you probably can’t afford it.

But if you’re curious, it’s 300,000 and 200,000 Yen respectively, which is about $3400 and $2300 USD.  A bargain at twice the price.

Each order will take two months to complete.

If you want more information, and can read Japanese (which I certainly can not), head over to PFU’s site.

Looks like Fujitsu America has released a press release about the limited edition scanners here.  The price is $3200 for the S1500 and $2200 for the S1300.  If you want to order one, call 1-888-425-8228.

(via Akihabara News)

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Scan to Evernote in 1-step with a ScanSnap « Evernote Blogcast.jpg

Fujitsu Offers To Buy You An Evernote Premium Account

  Scan to Evernote in 1-step with a ScanSnap « Evernote Blogcast.jpg

So I know that I posted about Evernote just a few days ago, but I couldn’t possibly let this go by without letting you guys know about it.

Evernote and Fujitsu cut a deal where if you buy a ScanSnap S1500 (for Windows) or S1500M (for Mac) and then sign up for an Evernote Premium account, Fujitsu will rebate you $50. Not bad!

Unfortunately, this deal is only for US residents (first Hulu and now this?!), but for the Americans in the house it’s a pretty sweet deal.

Here are the details from their blog post:

  • Your ScanSnap must be purchased between May 1st, 2010 and July 31st, 2010
  • You must have an annual Evernote Premium account, if you’re month-to-month consider switching to the annual version
  • Complete this rebate form, making sure to include your Evernote information
  • Mail the completed form along with the original UPC to the specified address
  • This is open to US residents only. Please review the Terms and Conditions on the rebate form for additional rules

Check their post for more information. Hope this helps!

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ssologo.jpg

Why Is ScanSnap Organizer’s Search Box Greyed Out?

ssologo.jpg Most of you know that I typically use Macs more than Windows, but in the process of doing some consulting work (more on that later), I have been spending more time using the Windows programs that come with the Fujitsu ScanSnap.

For starters, I want to say that I really like ScanSnap Organizer. I wish the ScanSnap came with a Mac version. However, I came across what to me was a pretty weird issue.

I went to search some of my scanned-in PDFs and the Search box was greyed out!

ssogreysearch.jpg

After doing some digging, I found out why. It turns out that surprisingly, ScanSnap Organizer doesn’t have PDF searching capabilities of its own. It needs to use either Adobe Acrobat or Windows Desktop Search.

For ScanSnap S1300 users on Windows XP (raising hand), this is a bit of a problem because Adobe Acrobat doesn’t come with the scanner.

So, here is what you need to do:

If You Use Windows Vista Or Windows 7

You shouldn’t have this problem because Windows 7 and Vista have Windows Search built in.

So, you can use either the built in Windows Search, or if you have a ScanSnap S1500, you can use Adobe Acrobat that comes with the scanner.

If You Use Windows XP

You can download the appropriate version of Windows Search 4.0 here.

If you don’t want to use Windows Search, you’ll have to use Adobe Acrobat. If you have a ScanSnap S1500 you’re set as it comes with Acobat. If not, you’ll need to get your hands on Adobe Acrobat 7.0 or later to search within ScanSnap Organizer.

More details on all this can be found if you search ScanSnap Organizer Help for “File Search”.

For the S1300 peeps who have Windows Vista or Windows 7, can you confirm that ScanSnap Organizer search is not greyed out for you without Acrobat installed? Please leave a comment and let us know.

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Doing OCR Batch Processing Using The ScanSnap And ABBYY FineReader

Sometimes, when you have to scan a large number of documents at once, the step of doing OCR (making the PDF searchable) after each document can really slow things down. It may be preferable to scan them all in and then OCR them all in one big shot.

In the past I have posted about how to do batch OCR using Adobe Acrobat and have posted an Acrobat Applescript.

Over at the Optimality! blog, Tobi has posted a walkthrough of using ABBYY Finereader, which comes with the ScanSnap S1500M (and S1500 for that matter) to do batch OCR.

The problem is that in the default setup, each scan is OCRed right after the scan and depending on the age your machine (my G5 is getting a little long in the tooth) in can take quite a while. When you’re in the process of scanning many hundred’s of pages of paper documents, you don’t want to have to wait for the computer to do it’s OCR recognition, you’d rather feed it all the documents and let it do OCR while you’re doing something else.

Fortunately, this is possible. Reading all the way through the handbook as well as through the ABBYY online help I found out that you can scan to PDF only, and then afterwards convert the PDFs with ABBYY FineReader.

Check out the post here. Do you have any other tricks for doing batch OCR?

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