Scanning Documents Using the SmartVault Connected Desktop and a Fujitsu ScanSnap Scanner

You can use a Fujitsu ScanSnap scanner to scan documents into SmartVault using the Connected Desktop with the touch of a button.

  Important Notes

One-Time Setup: Selecting the SmartVault Profile

When using ScanSnap Home with SmartVault for the first time, you'll need to select the SmartVault Profile you will use to scan. There are two profile options: SmartVault Toolbar and SmartVault Inbox.

  • SmartVault Toolbar - this profile lets you attach, view, and manage documents directly within applications like QuickBooks Online, Xero, or Freshbooks. Use this profile to scan documents directly to a specific folder within a client's vault. Please note that this is what most users choose for the scanner profile.
  • SmartVault Inbox - this profile allows scanning and uploading paper documents directly to the company-specific Inbox folder within SmartVault.

Selecting a profile establishes a seamless integration between ScanSnap Home and SmartVault, allowing easy document scanning. After initially choosing the SmartVault Profile, it will be automatically used for future scanning until you change it.

To set up the SmartVault Profile:

  1. Right-click your ScanSnap icon in the system tray and select The scan window.
    System_-_The_scan_window.png
  2. Open ScanSnap Home Software on your computer.
  3. In the ScanSnap Home Software, select the SmartVault Profile you want to use to scan (SmartVault Toolbar or SmartVault Inbox).
    Fujitsu_ScanSnap_Home.png

Once the SmartVault Profile is set up, you can scan documents directly into SmartVault with just a few clicks.

Scanning with ScanSnap Home

  1. Open the Connected Desktop.
  2. Navigate to the client vault folder in the Document View pane where you want to save the scanned document and select it.
    CD_-_Select_folder_to_scan_to.png
  3. To access the scan window, right-click your ScanSnap icon in the system tray and select The scan window.
    System_-_The_scan_window.png
  4. In the ScanSnap Home Software, click Scan. You can also press the Scan button on your ScanSnap scanner. (If you're using the scanner for the first time, follow the One-Time Setup instructions).
    ScanSnap_Home_-_Scan__nb_.png
  5. Depending on which SmartVault tools you currently have open, a dialog window appears asking for the destination of your scan. Click Connected Desktop.
    CD_-_Send_scan_to_connected_desktop__nb_.png
  6. The scanned document is saved in the selected folder in your client vault.
    CD_-_Scanned_doc_in_folder.png

Scanning with ScanSnap Manager

  1. Right-click your ScanSnap icon in the system tray and select Scan Button Settings.

      Note

    If your scanner is not plugged in, the icon will appear with a red no symbol around it. Your scanner must have a connection to be used with the Connected Desktop.

  2. Under Profile, select SmartVault Toolbar, click Apply, and then OK.
  3. Open the Connected Desktop.
  4. Feed the document into your scanner and press the Scan button on your ScanSnap scanner.
  5. Depending on which SmartVault tools you currently have open, a dialog window appears asking for the destination of your scan. Click Connected Desktop.
    CD - Send scan to connected desktop (nb).png
  6. The scanned document is saved in the selected folder in your client vault.
    CD_-_Scanned_doc_in_folder.png
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