The following describes how to turn the Quick Menu off and on for various ScanSnap models:

Click on the model number you own to learn how to turn off/on the ScanSnap Quick Menu:

S300, S510, S1500, S300M, S510M, or S1500M

For S300 and S510, follow the instructions below:

1. Right click on the ScanSnap Icon in the taskbar as shown below, to open the ScanSnap Manager.



2. The following menu will pop up and you can turn off the Quick Menu by unchecking “Use Quick Menu”. To turn on the Quick Menu, click on “Use Quick Menu” so a checkmark shows.

For the ScanSnap S1500, follow the directions below:

1. Right click on the ScanSnap icon below in the taskbar.



2. Then select “Scan button Settings” in the menu below to open the ScanSnap Manager.



3. Once the ScanSnap Manager is open, you can check or uncheck the box next to “Use Quick Menu” under the ScanSnap logo as shown below to turn on and off the Quick Menu.

For S300M or S510M follow the instructions below:

1. Open the ScanSnap Manager software by pointing your mouse to the ScanSnap S300M Icon in the dock and click and hold to bring up the menu below if you have Leopard Mac OS.  Or if you have Snow Leopard Mac OS, hold ctrl and click on the ScanSnap icon.

For 300M:



For S510M:



2. To turn off the Quick Menu, uncheck “Use Quick Menu.” To turn on the Quick Menu, click on “Use Quick Menu” so a checkmark shows.

For S1500M follow the instructions below:

1. Open the ScanSnap Manager software by pointing your mouse to the ScanSnap Icon in the dock and click and hold to bring up the menu below if you have Leopard Mac OS.



Or if you have Snow Leopard Mac OS, hold ctrl and click on the ScanSnap icon.

Then click on “Settings” to open the ScanSnap Manager.



2. Then uncheck the box next to “Use Quick Menu” in the ScanSnap Manager below the Quick Menu to turn off the Quick Menu.  If you would like to turn it back on, you just check the box again next to “Use Quick Menu.”

These instructions and more can be found in the ScanSnap Operator’s Guide for your model which is located as a pdf in your applications or program folder for the ScanSnap Manager on your computer.

Megan Fowler
Marketing Communications Manager
Fujitsu Computer Products of America, Inc.

Using the SDK, we created the Inofile^TM platform, which can be integrated into any document repository improving the workflow within an organization.  Distributed capture enhances the exchange and delivery of documents between departments, within the healthcare or legal communities, on a campus or between branch and home office locations.  

Once customized for a software partner’s system, Inofile can be connected to any Enterprise Content Management (ECM) repositories, Electronic Medical Records (EMR/EHR) systems, Enterprise Resource Planning (ERP) systems, or other third-party Line of Business (LOB) applications, in a matter of days. 

The Inofile interface on the iScanner allows the user to scan a batch of documents, perform quality check of the documents on the touch screen, index the documents using the full keyboard, and upload the documents to the content repository. 

The Inofile connectors communicate with the customer’s database to present a dynamic experience showing current fields and pull down lists, performing lookups to the LOB database for accurate indexing and increased efficiency. 

In the healthcare industry, this is especially useful for EMR/EHR vendors and their customers (physicians and hospitals).  A document is received from a lab or patient and needs to be scanned and stored in the patient’s electronic chart.  The user logs into Inofile on the ScanSnap fi-6010N iScanner, scans the batch of documents and indexes them quickly for immediate retrieval by a clinician.

Using the built in key board and touch screen, the user can associate the document with a patient, visit date and/or an order in the EMR/EHR. 

Clinicians and IT support groups also appreciate the ease of use of the Inofile interface on the iScanner.  The documents are uploaded to the individual patient charts and/or workflow within the EMR/EHR and the paper documents are placed in the shred box located next to the scan station.  The security features of the iScanner and the encryption of the images also create a HIPAA compliant chain of custody far superior to walking around the office with a handful of paper.

Find out more about how Inofile and the ScanSnap fi-6010N iScanner can improve your workflow.

Dane Meuler
CEO
Osmosyz

First, double-click on the ScanSnap icon in your system tray to open ScanSnap Manager, then go to the “Scanning” tab and click on the “Option” button.

Check “Set the document with its face up,” click “OK” and ScanSnap will scan your documents face up for the profile selected.

For additional information on scanning settings, consult your ScanSnap user guide here (PDF).  See instructions for Windows (pages 65-66).

*The following function is not available for Mac OS

Suzanne Lord
Technical Support Engineer
Fujitsu Computer Products of America, Inc.

ScanSnap and Adobe Acrobat 9 users ask this often and I’m always compelled to answer “it depends,” as there are a number of methods for time or date stamping PDF files in Acrobat 9. Options are good, right?  Here are a few ways to do it; you decide which one meets your needs!

1. Use the Typewriter Tool
I recently showed this to a group of college students: they asked me what a typewriter was. How times have changed (I am not that old!) The Typewriter Tool is one of those tools in Acrobat that is very straightforward and users just love. It does what it says on the tin: it is a virtual typewriter that lets you click and add one or more lines of text, such as the time and date, to a PDF file as a text stamp. To access it, go to the Tools menu in Acrobat 9. It also has its own toolbar, where you can set some basic properties for the text. With this method you can add any text to the page. If you click away from the text and then use the hand or select tool, you will notice that you can move the text area around.

2. Add New Text to the PDF File
Acrobat 9 includes the ability to edit existing text in a PDF file using the Touchup Text Tool (as long as the font used is installed on your computer too). What you may not realize is that you can also use this tool to add a new block of text to the PDF page, again, using a font that is installed on your system.

To add text, select the “Touchup Text Tool” from the Tools > Advanced Editing menu. Then hold down the Ctrl key and click on the page where you would like to start to add the time and date. Choose a font and writing mode, and then click OK. If you need to edit the text formatting, select the new text, then right-click and choose “Properties.”

How is this different from the Typewriter Tool? The text you add using the Typewriter Tool is added as a comment, and is treated as such in Acrobat (look in the “Comments Navigation Panel” and you will see it there). The Touchup Text Tool method physically adds text to the PDF itself, making it less likely to be changed.

3. Create a Custom Dynamic Stamp
We have already talked about adding a time and date stamp using a comment (that was the Typewriter Tool, in case you jumped ahead). But that approach requires you to manually add the time and/or date. If you want to have Acrobat do that for you, you can use a Custom Dynamic Stamp. Acrobat includes some built-in ones for you to try and test. Open the “Comment & Markup Toolbar” (Comments > Show Comment & Markup Toolbar) if it isn’t visible already, and then click the small arrow next to the Stamp Tool. From the pop-up menu that appears, hover over Dynamic and then you will see a selection of stamps that have your name and the current time and date added to it.

You could use one of these if you wish, or create your own stamp that shows only the current time and date, for example. Doing so requires that you are comfortable with adding form fields, and entering commands using JavaScript. But you do not have to be a scripting guru to use this. There are a number of great tutorials that explain how to create these. Some of the instructions were written for earlier versions of Acrobat. But do not worry; they still apply to version 9.

http://www.acrobatusers.com/tutorials/2007/02/custom_dynamic_stamp
http://www.acrobatusers.com/tutorials/2007/02/dynamic_stamp_secrets
http://www.adobe.com/devnet/livecycle/articles/lc_custom_stamp_tip.pdf
http://images.questex.com/Cadalyst/Insider/2007/0807_AECinsider_final.html

4. Add a Header or Footer
If you just need to add the current date (not the time, though) to one or more PDF files, the Document > Add Header/Footer command is a great way to do so (and yes, you can run this command on multiple files). The dialog box that appears for this is quite self-explanatory, and is well documented in the Acrobat 9 Online Help. Just remember to set the date format before adding the date to the header or footer areas of the page(s).

Another benefit of adding a date stamp this way is that you can update and delete the header and footer information later; Acrobat 9 keeps it all editable.

5. Digitally Sign the PDF Document
One of the most effective ways to time or date stamp PDF files is to add a digital signature to the file.  Not only will this add a time and date stamp to the PDF file for when it was signed, but you can reap all the other benefits of digital signatures, such as authentication.

Acrobat 9 can also use the time and date from a trusted time stamp server when the document is digitally signed. It also makes the document very hard to modify, and the time and date even harder to falsify. If you want to find out more, read this introductory article on digital signatures with Adobe Acrobat 9 that I recently wrote for the ScanSnap Community.

6. Try an Acrobat Stamping Plug-In
Acrobat has an extensive community of developers and integrators who have created plug-ins for the product that extend its functions. One of those plug-ins is called StampPDF Plug-In for Adobe Acrobat by Appligent Document Solutions. If you are willing to spend some additional money to add specific and powerful capabilities to your digital toolbox, including automated time and date stamping, this is worth trying out. Appligent Document Solutions also provide a free 30-day trial version that you can download from their site. An online search will also get you to other Acrobat plug-ins that may be of interest to you.

I hope these suggestions for time or date stamping PDF files in Acrobat 9 will help you bring those old paper workflows into the digital world, and keep them there. If you have any follow-up questions, please submit them here.

Ali Hanyaloglu
Product Evangelist for Acrobat
Adobe Systems Incorporated

*Adobe Acrobat 9 Standard is included with the ScanSnap S1500 scanner

Open the ScanSnap Manager settings.  Click on the “Scanning” tab, and click on “Option.”

Here’s a snapshot of what it looks like using the ScanSnap Manager Settings on the S1500:

Check “Allow automatic image rotation,” click “OK” and ScanSnap will automatically rotate your documents. If you do not want to use the Auto Rotate feature**, simply clear the “Allow automatic image rotation” checkbox and click “OK.” 

*Certain documents may not be suitable for Auto Rotate. See examples below. In those cases, turn off Auto Rotate in the ScanSnap Manger settings and load the documents in their proper orientation.

• Documents with only a few characters of 8 to 12 point size
• Documents with many extremely large or small characters
• Documents on which the pitches between lines or characters are extremely narrow, or characters are overlapped with each other
• Documents with many characters touching underlines or borders
• Documents with many outlined or decorated characters
• Documents with many photos or figures and few characters
• Documents with characters on patterned background
• Documents with characters printed in various directions (e.g. plans)
• Documents written using only capital characters
• Documents with handwritten characters
• Documents with faint characters
• Documents that look patchy

**When you are scanning to Word, Excel or PowerPoint, keep the Auto Rotate feature turned on. Note that when CardMinder is selected in the “Application” tab, the “Allow automatic image rotation” checkbox is grayed out. Also, when Scan to Print is selected in the “Application” tab, the “Allow automatic image rotation” checkbox cannot be set.

Quick Tip: To save time adjusting your settings, you can set up profiles for your scanning jobs. See how to create a scanning profile on your ScanSnap here.

For more information about Auto Rotate, consult your S1500 user guide here (PDF). See instructions for Windows (page 159) or for Mac (page 272).

Suzanne Lord
Technical Support Engineer
Fujitsu Computer Products of America, Inc.

To get started, download and install Oxygen with Fujitsu’s activation code: SCANSNAP

Create your Oxygen folders.

Select “Scan to Folder” and choose the specific folder you created:

Oxygen creates a folder on your desktop that connects you to the cloud. You can scan and work on those files locally, save them to the folder and they will be automatically available in cloud.

Next, invite others to subscribe to your folder.  All subscribers will automatically have access to all the documents that you scan and save to that folder.  Here’s how:

1. Right click on the Oxygen folder you wish to share
2. Select “Oxygen folder subscribers”
3. Select “Invitations” and click on “Invite Users”
4. Enter email addresses of people you want to share the folder with, add multiple users and select folder subscription settings for each user
5. Click “Invite”

For more on how to set up Oxygen and scan straight to the shared folder, watch this video.

If you have additional questions about how to use Oxygen VFS with your ScanSnap, you can either visit www.oxygencloud.com/ScanSnap or submit a question to ScanSnap Community’s Ask the Expert page.

Also, be sure to submit your story to scansnap@oxygencloud.com. Selected stories about how Oxygen helps with storing, accessing and sharing your scanned documents in the cloud will receive an additional 2GB of free storage!

Julia Mak
Community Manager
LeapFILE, Inc.

Twitter: @JuliaMak

However, instead of reverting back to paper in order to sign the scanned form or document, you can use Acrobat 9 to apply one or more digital signatures to your documents and keep things…digital!

Digital signatures are certainly not new. Regulated industries such as pharmaceutical and financial services companies are required to use digital signatures to ensure that they follow strict rules on how documents are approved electronically. And more recently, federal and international laws and guidelines have been put in place to make digitally signed PDF documents submissible in court in the event of a lawsuit or as part of regulatory approvals. Examples include the US ESIGN (Electronic Signatures in Global and National Commerce) Act, SAFE-BioPharma Digital Identity and Signature Standard, and the recent European standard called PAdES (PDF Advanced Electronic Signatures).

So clearly digital signatures are important in electronic document workflows based on PDF. Generally, why is that?

• Digital signatures identify you as the unique and true author or approver of the document, with you attesting to its contents.
• Unlike handwritten signatures, digital signatures are very difficult to forge.
• Digital signatures allow you to verify that the signer actually was who they said they were, and when they actually signed it (non-repudiation).
• Digital signatures use encryption technology to either prevent changes to the document once it has been signed, or to help you to track and identify changes to the PDF file after it was signed in Acrobat 9.
• Digital signature technology can be used to control who can access a PDF document, or who can sign or certify a PDF file, and take those rights away if need be (revocation).

So based on this, you may notice that you need some way to identify you or your group as a unique individual or entity before signing a document digitally. And you would be right about that. What identifies you is something called a Digital ID. A Digital ID is made up of two parts: a private key, which is used to sign a document and should only be accessible to you; and a public key (also called a certificate) that you share with others to validate the authenticity of your digital signature.

Where do those Digital ID’s come from? Many medium-to-large organizations implement a Public Key Infrastructure (PKI) to issue, authenticate and revoke Digital ID’s used for digitally signing documents. Acrobat 9 can work with those PKI systems; in some cases, right out-of-the-box. But the great thing about using Acrobat 9 for this kind of workflow is that anyone can get started with digitally signing PDF files by creating a Self-Signed Digital ID. Self-Signed essentially means “self-certifying”. There is no central Certificate Authority (CA) involved in this case to manage and issue those Digital ID’s. Examples of CA’s include VeriSign and GlobalSign.

If this is the first time you are digitally signing a PDF document, you will be asked to find or create your Digital ID. If you have a Digital ID file, you can access it locally, from a server, or from a secure hardware device. If you don’t have any of those (or you just said to yourself, “huh?”) then you can go ahead and create that Self-Signed Digital ID. Follow the steps in Acrobat 9 Standard presented to you when you sign or from the Advanced > Security Settings… command to create your Self-Signed Digital ID. Once that has been created, you can go ahead and sign your document.

To sign a PDF document that already has a digital signature field somewhere on a page, either click on the field directly, or choose “Sign Document” from the “Sign” task bar button. Otherwise, you can place a digital signature on your scanned pages or other PDF documents by choosing “Place signature” from that same “Sign” task bar button.

Just before proceeding with signing the document, Acrobat 9 Standard may first switch into “signature preview mode”. This temporarily “locks down” the document and Acrobat 9 so that further changes cannot be made and you can see exactly what you are signing. This is especially important in regulated industries where a digital signature is legally binding throughout the entire document lifecycle. You don’t want to be accused of approving something that you never actually saw! Once you are done with that, click the “Sign Document” button.

The Acrobat 9 “Sign Document” dialog box is quite straightforward. You choose your Digital ID (yes, you can have more than one), and if needed, enter your password. Choose the appearance you would like for your signature (see below), then click “Sign”. Acrobat 9 will prompt you to save a copy of your signed document. This is important: that digital signature becomes part of the PDF file itself.

If you would like to have your actual signature be used, rather than just your name, for the digital signature that appears on the PDF and printed page, then go to the Acrobat Security Preferences (Edit > Preferences… or press Ctrl+K) and click “New” in the Appearance section. Under Configure Graphic choose “Import graphic“, then click “File” to choose an image of your signature on a piece of white paper as previously scanned with your Fujitsu ScanSnap S1500 scanner.

Once your PDF document has been digitally signed you will notice a few things. There’s the digital signature on the page itself, as you would expect, showing information as you had set up in your Appearance Preferences, such as the date and time. You can also see information about the digital signature from the “Signatures” navigation panel on the left-hand-side of the Acrobat 9 application window: click the “plus symbols” to expand out the signature details. You will also notice that many of the editing functions in Acrobat 9 are disabled too. Fear not – this is a good thing…

Changing the document by say, deleting pages, after it had been signed will invalidate the digital signature. It seems a bit drastic, but it has good intentions. Remember, digital signatures are legally binding, and in some cases part of regulated workflows. If the document had been changed in any way after signing, you would know from the Signatures panel (or by looking at the blue information at the top of the PDF document window). You can also find out what changed and view the original signed version by right-clicking on the digital signature field or from the Signatures navigation panel in Acrobat 9. That is a powerful security measure. (See? Acrobat 9 is here to save you from potential trouble later!)

I just mentioned that a digital signature would be “invalid” because the document had changed. Another way a digital signature would be invalid (potentially) is when you cannot verify the authenticity of the signer. Translation: you don’t have access to the public key (or certificate) for the signer, or you don’t have access to a trusted root certificate from the certificate authority that issues the Digital ID’s for signing. This is where that PKI system comes in to play to discover and verify the authenticity of signers.

Alternatively, you can request and store certificates from others by using Acrobat 9’s “Manage Trusted Identities” tool (under the Advanced menu). You can also send your certificate to others so that they can verify that it was you who digitally signed the PDF document, using the “Security Settings” tool, also under the Advanced menu in Acrobat 9. Acrobat 9 will usually verify (validate) digital signatures when the PDF document is opened, but you can also validate them at any time by right-clicking on the digital signature and choosing “Validate Signature“.

Now if all this is a bit much for you, and all you want to do is slap on an image of your signature to the PDF document, here’s a neat little trick: you can either copy that scanned image of your handwritten signature and Edit > Paste it right into Acrobat 9. Or you can take another visit to the Sign task button and choose “Apply Ink Signature“. This will turn your mouse pointer into a pen, so you can scribble your signature (my signature has been described as a scribble on many an occasion) directly on to the PDF page using your mouse or if you are lucky enough to have one, a pen input device.

I hope that this is enough information to get you started with digitally signing your PDF forms and documents; to help you on the road to learning more about this deep topic; to discover how Acrobat 9 can help you; and maybe make the case for your peers to start using them too. If you would like to find out more, take a look at the video tutorials (like this one on digitally signing PDF files) on the Acrobat User Community site. Scan-and-sign away!

Ali Hanyaloglu
Product Evangelist for Acrobat
Adobe Systems Incorporated

*Adobe Acrobat 9 Standard is included with the ScanSnap S1500 scanner

Preparing your paper for scanning is just as important as keeping your ScanSnap clean, so we created this short three step primer on paper prep.

1. ‘The Fan’ – Some double feeds can be caused by paper that is too clean, or ‘copier fresh’. In this instance, the pages are typically the same size, wrinkle free and have little space or air between pages. The cure is simple; fan the pages to eliminate any static electricity and loosen the stack.

2. ‘The Taper’ – When a large stack of paper is scanned, the additional weight of the stack creates more pressure on the front pages and can cause double feeds. Try this – taper, or ‘stair step’ the pages so that the leading edge of the first page is slightly ahead of the second page and the second page is slightly ahead of the third page and so on… Resist the temptation of straightening the edges of the stack on a desktop, table or other flat surface; that flat edge could be the problem. Stack the tapered batch of documents in the feeder with the leading edge of the first page as page number one, and you will be ready to scan the large stack.

3. ‘The Wrinkle’ – In rare instances, wrinkling the documents can help. For example, thin or slick paper may stick together. A quick wrinkle of the stack creates separation between pages and makes them easier to scan.

Remember to keep you ScanSnap clean, change the consumables as needed and always prep your paper!

Derek Flower
Senior Account Manager
Fujitsu Computer Products of America, Inc.

Then the Profile menu will appear on the top right and click on the pull down menu and click on “Add Profile”.

The “Add new profile” screen pops up and you can name your profile, in this instance, I name the profile “Marketing Invoices” and click OK.

Then click on the “File option” tab and check the box next to “Convert to Searchable PDF” and click on “All pages” in the OCR options box shown in the image below.

Next, click on the “Save” tab and specify a specific folder. In this instance, I locate a folder where I want these invoices to go each time by clicking the “Browse” button.

Then I clicked the “Application” tab and from the drop down menu selected “Scan to Folder” and then clicked “Apply” in the lower right corner. Now you can see in the Profile dropdown menu my profile for “Marketing Invoices” is set up and I can close the ScanSnap Manager.

You can have up to 20 profiles in your ScanSnap Manager with the ScanSnap 1500 series. You could for instance create a profile for scanning to JPEG by following the settings here. Once you have created your profile you can utilize the profile anytime you scan by left clicking once on the ScanSnap icon in the system tray and select the profile of your choice. Further information on how to organize and edit profiles for a PC can be found on pages 67-80 of the ScanSnap S1500 Series Operator’s Guide here. (Or for Mac directions please refer to pages 206-218.)

Megan Fowler
Marketing Communications Manager
Fujitsu Computer Products of America, Inc