Many users rely strictly on search to find their content at a later time but some users still prefer to organize content by file structure.  The Distribute by Keyword feature in ScanSnap Organizer V4.0 that comes with the ScanSnap S1500 is designed to assist users with the latter.  It permits an end-user to add searchable keywords to a PDF that can also facilitate their movement (distribution) into predestinated folders they’ve created within Organizer.  For example, a PDF with the keyword “Electric” can be automatically distributed to a folder called “Bills.”  It starts by adding keywords to the Keyword table, dragging one or more of them to a PDF thumbnail and setting conditions within Organizer to distribute them appropriately at the click of a button.

Follow these steps to learn how it works:

Create a new folder called “Demo.”

Go to the Keyword tab on the table below and click on “Edit List” at the bottom.

Click “Add” and type in the word “Demo.”  Click OK.

Now pick a PDF that does NOT have any keywords already attached to it and drag the “Demo” keyword to that thumbnail (to see a keyword on a thumbnail, go to the top menu, select the View tab and check the “Show Keywords” check box).

Now click on “Distribute by Keyword” and select “Change Distribution Condition” from the top menu (Home tab).

Click “Add,” enter a name for the rule, select a keyword condition [Demo], and click on a folder [Demo].  Then click OK.

A new rule should appear in the Distribution Conditions table.  Click OK.

Now click “Distribute by Keyword” and click “Distribute” from the top menu (Home tab).

The thumbnail should disappear from the My ScanSnap folder (inbox) and the PDF file should relocate to the “Demo” folder automatically.  Now, for as long as that rule applies, every time the “Demo” keyword is dragged to a thumbnail and the Distribute soft-key is clicked, those PDF files will relocate to the Demo folder.

The Distribute by Keyword feature is more sophisticated than this example demonstrates (for example, it is not necessary to name the keyword the same name as the folder) but this example should provide enough exposure to the basic functionality of the feature to allow operators to discover more practical uses for it.

Michael Sidejas
Product Marketing Manager
Fujitsu Computer Product of America