Video: ScanSnap Organizer, Distribute By Keyword, and Multiple Documents

Video: ScanSnap Organizer, Distribute By Keyword, and Multiple Documents

ScanSnap OrganizerBack in February, I did a video showing how to use ScanSnap Organizer to distribute by keyword.

I had a number of people ask me to do another video showing the same thing but for multiple documents, since in the original video I was just processing one piece of paper at a time.

Your wish is my command.

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 distributing keywords with ScanSnap Organizer 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 4 comments

Victor - December 3, 2013 Reply

Hi Brooks, thanks for the video on filing multiple documents based on keywords.
This automates things, but leaves me to come to a PC and hit "Distribute" button, which is
silly – can the software do that always the same simple step as well? What I expect is to
load the scanner with documents containing a) highlighted words (to be converted to keywords used later in auto-distribution) and b) text with actual words to be recognized as pre-set as keywords (like account numbers), hit the "Scan button" and walk away. Later on I expect to find these documents in respective destination folders, not siting in In-box folder waiting for me to press "distribute button.

Is this too much to ask? If this functionality already exist, my apology for inquiring, but it's not apparent from the video (and I don't have my scanner yet, so can't test it). If it does not exist – Fujitsu must add it for true automation they claim the software provides.

Thank you,


    Brooks Duncan - December 3, 2013 Reply

    This is possible on the Mac using a piece of software called Hazel. You can do it on Windows (sort of) using File Juggler, but that is using OCR'ed text and not the highlighted keywords. You can read my post about File Juggler here:….

    As far as I know, when it comes to ScanSnap Organizer, you need to hit that button.

      Neal - February 15, 2014 Reply

      The real issue is not just the need to click the Distribute button but rather the need to manually assign keywords either with highlighter (which is cumbersome and unreliable), or manually.

      What use is it for it to automatically file the document (saving me one mouse action) if I first have to take a half dozen clicks / key presses to assign the keyword? Its like the software was designed by Rube Goldberg!

      I found File Juggler for Windows which will watch folders and search the CONTENTS of pdfs for pre-defined strings like account numbers and then take defined actions like move, rename, send to Evernote etc.

        Brooks Duncan - February 15, 2014 Reply

        Yep. File Juggler is great. It didn’t exist when this post was made.

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