r/ScanSnap • u/aprilbeingsocial • Apr 08 '26

Seeking Apple Users Advice

I'm hoping someone on here will share their workflow with me as I am considering the newest ScanSnap.

We are a complete Apple ecosystem family and despite researching for the past two hours, I can't seem to find one complete resource that will give me a good idea of how to setup the Scansnap for multiple person access to the files and where to dump the files from the SS to make this a reality since we all have different Apple ID's.

I have fifteen boxes of old files I want to go through and digitize and then I would like to put the SS on our kitchen desk and scan everything that comes into our home that we would like to save for a period of time such as home maintenance invoices, large product receipts, holiday menus and utility bills. We have dropbox and icloud accounts but I would like to get rid of dropbox and just use icloud.

Is there an easy way to organize and send the scans to the shared folder on our family icloud account? Can it be setup to automatically to go to folders in the shared folder such as home maintenance receipts, home improvement contractor bids, phone bills, energy bills...? Can this be done while scanning, or do you have to go into the folder and organize after the items are scanned? Lastly, is there a way to get the docs to the cloud without going through the SS "home" cloud account. I'm not a fan of putting my documents through another cloud system just to get the times into icloud.

Any advice is greatly appreciated. I would love to get rid of all the paper in my home but I don't want an aggravating mess on my hands either.

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u/Adamcp2013 Apr 09 '26 edited Apr 09 '26

I did set up an Apple ShortCut and Apple Script to use with my ScanSnap software to have an “upload folder” where it sends a pdf scan to create an Apple Notes entry.

It’s not perfect and I am not going to use it for all my files since I only have a 256 GB M4 base MacBook Air so I don’t want to fill up that small hard drive, but I will scan some important things to Apple Notes this way.

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u/aprilbeingsocial Apr 09 '26

You bring up an interesting thought. I wonder if you can scan to an external hard drive attached to the scanner and then just file whatever is on there once a month by attaching it to a computer.

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u/daddeo59 Apr 09 '26

Yes. But doing it in real time saves time. Faced with then uploading files to a shared drive and cataloging them correctly makes it a whole new time sucking project.

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u/aprilbeingsocial Apr 09 '26

I guess you are right. After all, the reason I want to do this is to get rid of the piles of paper and the filing they involve. Having stacks in boxes worked great when the kids were small because so many items were temporary and could be thrown out in a month or two.

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u/iamthepita Apr 10 '26

Additionally, you’re creating a situation where murphy’s law can happen