Name ScanSnap scans automatically on Windows and Mac

Use your ScanSnap for scanning and NameQuick for naming. ScanSnap Home saves each scan to a folder without asking you anything. NameQuick watches that folder, reads each scan and gives it a name from what's on the page, such as 2026-10-14_Acme_INV-1042.pdf. The steps are the same on Windows and Mac.

ScanSnap Home can name a scan by itself, but it picks the title from the document on its own. Ricoh's help says there is no way to choose which part of the document becomes the title, so you can't ask for a detail such as the invoice number. A NameQuick Preset names every scan of one kind the same way, with the details you choose.

1. Make ScanSnap Home save without asking#

Create a ScanSnap Home profile that saves straight to a folder. You need a new profile because the ready-made Scan to Folder profile asks for a name and folder after every scan.

Two more settings are worth changing. Find both under Detailed settings in the profile:

One file per document. NameQuick names files. It doesn't split one PDF into several documents. If you put a stack of separate documents through in one go, let ScanSnap Home split it. Set File format to PDF (Multiple) (*.pdf), click Option, and choose Create a PDF file per number of specified sheets. For a stack of one-page letters, set the number of sheets to 1. Stacks with documents of different lengths are easier to scan one document at a time.

2. Choose how NameQuick names the scans#

Pick one of these:

• Smart Rename for mixed post, such as letters, bills and forms in one pile. It needs no setup. See Smart Rename.
• A Preset for one kind of document, such as invoices, when every name should follow the same pattern.

To name invoices by date, vendor and invoice number:

1. Start a filename template

   Presets›New Preset

   Choose Filename template.

2. Add three fields

   Use Add part › New field… three times and name the fields Invoice date, Vendor name and Invoice number. The AI reads each field's name as the instruction for what to find.

3. Say where the invoice number is

   Select the invoice number part, click Add instructions for this part and describe it, for example The number after "Invoice #" at the top right of page 1.

4. Decide what happens when a detail is missing

   Leave If not found on Skip file for the invoice number. A scan without one isn't renamed. It waits in All Files, marked Needs input, until you type the number.

5. Test it on real scans

   Test the Preset on a few of your own scans before you use it. See Test before you use it.

This Preset gives names like 2026-10-14_Acme_INV-1042.pdf. You can change the order, the separators and how each detail is written. See Presets.

3. Watch the scans folder#

1. Add the folder

   In NameQuick, click + next to Folders in the sidebar and choose the folder ScanSnap Home saves to.

2. Choose how files are named

   On the folder's row in the sidebar, choose Smart Rename or your Preset.

3. Choose Review first

   Settings›Folders

   Set the folder's switch to Review first.

4. Scan a few pages

   Scan with your new ScanSnap profile. Each scan appears in All Files, marked New name. Check the names, then click Apply.

Once the names look right for a few days, you can switch the folder to Rename automatically. Files already in the folder when you add it are left alone, unless you choose otherwise during first-time setup. See Watch Folders for the details.

NameQuick only names scans while it's running:

4. Optional: file the named scans#

A Rule can move each scan after NameQuick has named it, for example every invoice into an Invoices folder. Add the Rule under After a file is renamed, so the file is moved with its new name. On Mac, the same kind of Rule can send scans to DEVONthink.

One ScanSnap profile for each kind of document#

ScanSnap Home can hold several profiles, each saving to its own folder. Give each folder its own naming in NameQuick, and choosing the profile at the scanner decides how the scan is named:

Where your scans are read#

NameQuick has no separate text recognition step for naming. The AI reads each scan from the page image. Where that happens depends on your plan:

• Managed: the scan goes to NameQuick's service in the EU, which doesn't use it to train AI.
• Self-Managed with your own cloud API key: the scan goes to the AI provider you chose.
• Self-Managed with a local model: the scan is read on your computer. On Windows you can use Ollama, LM Studio or the Built-in engine. On Mac you can use Ollama, LM Studio or MLX. A local model reads a scanned PDF as up to three page images and needs to be a model that reads images.

See Data and privacy and Local AI models.

Limits to know#

FAQ#