Genius Scan lets you scan documents with your smartphone and archive them as PDF. Part of archiving them means naming your documents to be able to refer to them later or match an existing workflow.
Smart Document Names are a powerful feature of Genius Scan+ (the pro version of Genius Scan) which deserves to be known. With them, you can simplify your workflow, customize the naming of the documents according to your needs, avoid mistake and ensure consistency if you or your company follow a specific document naming scheme.
Let’s review different uses of the Smart Document Names. You will find the Smart Document Name configuration in the settings of Genius Scan under the General section.
To create a smart document name, you can combine various items together such as the day, month, year, hour etc. When you create a document, these name items will be replaced by actual values. For instance, if you use the year name item as part of a smart document name and create a document today, the item will be replaced by 2018.
By default, Genius Scan names your documents according to the current date and time with a format close to the ISO 8601 standard (2018-10-03 20:41:00) which has the advantage of letting you sort your documents by date by just sorting them alphabetically, and also avoids confusion between the US and European date styles, which differ in the order they write the day and the month.
If you prefer a different date format, for instance a more user-readable date such as October 3, 2018 at 8:41pm, or according to the US-style (10/10/2018 8:41pm) this is something you can achieve with the Smart Document Names.
In the video below, you can see how the different document name items are combined together to achieve the desired result:
In addition to creating document names based on the date and time, you can configure names with more powerful items. One of them is called a “prompt”. When you create a document, an alert will be displayed prompting you for some text.
You will find the prompt item in the interactive text category:
Select the Prompt item and enter the custom prompt. For instance, Customer Name:
Of course, your smart document name can contain other components such as the date. Genius Scan presents you with a preview of your smart document name while you build it:
Once this properly setup, you will be prompted for that information when you create a new document:
This is a very powerful naming scheme as you can customize it for almost any business need. For instance, if you are in oil prospection you could name your documents according to the site and well numbers. As a pilot you could name your documents following the aircraft identification tag, the company you are flying it for. As a teacher, the document name can include the name of the student who wrote the assignment you just scanned. As a genealogist, the custom prompt could be the name of the ancestor about whom you just scanned a historical record. The possibilities are endless!
With Smart Document Names, you can also add location information in your document names such as the latitude and the longitude, as well as the city and country name. You will find these name items under the Location section of the smart document names.
A typical use case would be to automatically add the city name to a scanned receipt to better categorize your expenses. Or, if you are a biologist doing wildlife reports, you may want to include the latitude and longitude in your document name.
You can set up multiple smart document names. In that case, when you scan a new document, Genius Scan will let you choose which one to use:
You could imagine having multiple smart document names for different types of customers. For instance, as a pilot you could have a “Year-Month-Date Aircraft [Aircraft ID]” and “Year-Month-Date Passenger [Customer Name]”.
In a business context, you can also create smart document names: when you email your scans or upload them to your company’s cloud, they can be easily sorted out by your collaborators or by an automated backend. By just including a customer ID or location in the document name, a simple script running on your email or web server can direct the document to the appropriate service.
The Smart Document Names are a powerful feature of Genius Scan+ and is available on both iOS and Android. We recommend that you have a look at them if you are interested in optimizing your workflow and we would love to receive your feedback if you think we can improve them to better suit your needs.
This new version is major redesign of Genius Scan, to make it even more beautiful and clearer so as to better highlight your documents and help you capture and manage them. Genius Scan 5.0 is a universal app available for iPhone and iPad on iOS 11 and greater.
First, we have reorganized the camera screen. In addition to scanning your documents with the camera, that’s also where you can quickly access your existing photos and your documents stored in the Files app.
More importantly, we have introduced Quick Edit Actions which let you quickly edit your last scan. Right after snapping the picture, you can decide to crop, rotate, change its enhancement… or just delete it if you are unhappy with it. As a consequence, we have removed the Manual mode as it’s now replaced with the Quick Edit Actions.
The Quick Edit Actions are available a couple seconds, so if you don’t need them you don’t have to do anything. If by any chance you missed them, you can always edit your scan later.
We have redesigned main document list with clarity in mind. We have removed the navigation bar which was taking a lot of (scarce) screen estate in favor of showing more of your documents. The search field only appears when you want it (pull down on the main list). If you have tagged any document, the tags will be displayed alongside the document title allowing you to identify them faster.
We have unified the document page list and the full “page” screen views. These two different screens led to a lot of confusion in previous versions of Genius Scan; they are now merged into a single screen. You can swipe horizontally to go to the next page or drag the current page number left and right to quickly scrub in your document. The zooming controls have been improved so that you can now use a double-tap and double-tap & drag gesture to control zooming on a document’s page.
If you need to edit a scan, you can just tap on the magic wand to switch to the scan edit mode.
Your documents are important and we want you to know whether they have been properly exported or not, so we have added an export status indicator. Green means all good. In every document, you will be able to see its export history. If you are looking at your global export history, you will still find it under Settings > Export > Export History.
There are tons of smaller new features such as the ability to duplicate a page into another document (in addition to moving it from a document to another document) or the fact that we haved added more confirmations before destructive actions such as deleting a document or merging documents together or that the image processing algorithms are much much better at dealing with shadows on documents!
We’ve a few improvements planned for the next update but we’d love to hear your thoughts on this redesign. Please tell us what you’d like to be improved or added to Genius Scan and Genius Cloud. We always read and listen to feedback at email@example.com.
Hurricanes, earthquakes, pickpockets, fires, floodings, burglary… or just a neighbor’s pipe liking. There are many cases where important documents may be destroyed. And that’s often then that you will need them most for emergency reasons or insurance reimbursements.
The good news is, it’s easy to be prepared and with Genius Scan you can make sure you have a safe digital copy of all your important documents. The question you should ask yourself is: for which documents would it be a problem if I were to lose them?
Genius Scan lets you quickly digitize these documents. You can then subscribe to Genius Cloud to keep a digital copy safe and accessible from anywhere.
passport: if you are traveling, always keep a digital copy of your passport. If your actual passport is stolen or gets lost, having a copy will make it easier to replace it at the local embassy/ consulate or to prove your identity. Make a copy of the primary passport pages and any current visa pages.
insurance certificate: with this, you might avoid giving an advance for medical expenses that would be covered by your credit card insurance or your main insurer. Also, some countries require such a certificate to cross the border.
airplane, hotel and rental car reservations
pay stubs: in the US, you should keep a copy of them at least until you get your W2 back and you verify it’s correct but we recommend you keep them longer: you may need them to justify your salary when renting a place, or to get a loan. In other countries such as France, keep a copy forever as they might help you justify retirement benefits in the future.
bank statements: you don’t need to keep them forever, but make sure you keep them at least a year.
blood type record and vaccination records: if you ever get sick or injured, it’s a good idea to have these documents with you to speed up the process at the hospital, especially in a foreign country.
prescriptions: if you depend on important medication, keeping a record of their prescription will help you get a refill even if you are not at your usual pharmacy.
While this isn’t an extensive list, this is a good starting point of important documents you should keep a digital copy of.
Genius Scan is a pocket scanner for iPhone, Android. Its purpose is simple: to help you quickly digitize documents, store them as PDFs and share them with coworkers. Here are just a few examples of how the millions of users who downloaded Genius Scan use it.
Scanners are expensive and slow. Unless you need ultra-high resolution copies of a document, you’re better off using a mobile scanner. Unlike clunky scanners of the past, your phone is always with you – making it easy to scan and export documents on the road.
A professional example is a designer who uses Genius Scan at home. His workflow involves sketching his designs on paper first. He doesn’t have a scanner, so when he is done with his sketches, he scans them and uploads them to the cloud using our Dropbox integration. He can easily share them for feedback and can get rid of the paper copy of his old sketches.
Small business employees are often on the road collecting documents signed by customers. A pocket scanner enables them to scan these documents in the field and immediately send them to the main office. This handy solution ensures that important documents are never lost and streamlines the process by ensuring no wasted time waiting on signed documents to proceed.
One of our users runs a small aircraft company. He spends his time flying and on the runways. One of his responsibilities is giving flight lessons. With Genius Scan, he can immediately sign the students paperwork and transmit flight plans to the central office. This is important both for the student’s records and for safety.
Typing notes on a mobile phone is annoying. As a result, many people still use sticky notes to remind themselves of important tasks. But, sticky notes are easy to lose. With Genius Scan, you can quickly scan your notes and archive them with Genius Cloud.
An example we hear a lot is from users that love to cook. As you cook, you jot down recipes that you want to keep for later. Instead of letting sticky notes pile up in your kitchen drawer, you can easily scan the recipe. Genius Cloud then kicks in and your recipes will also be synchronized with your iPad that you can use as a cookbook next time you prepare a meal.
Expense reports are a pain. After a business trip, the last thing you want to do when you get back to the office is scan a pile of receipts using the copy machine and then attach them to your expense report. It’s easy to put this off, but the longer you wait the more likely you’ll forget to expense charges or loose the receipts before you submit them:
Genius Scan app - great for receipt mountains— Jill Houck (@jillrhouck) September 4, 2017
With Genius Scan, you can scan all your receipts and save them in one unique PDF document. Once you are done, export the document and attach it to your expense report. Even better: Genius Scan enables you to directly export your receipts to Expensify if it’s supported by your company.
Genius Scan is a great fit for the education world. A portable scanner makes it easy for students to share notes or to snap a picture of a whiteboard before it’s erased by the professor. Some teachers also ask students to scan and email their assignment. They also scan student assignments to share with the class as an example of what a good assignment should – or should not – look like.
This is a true story. One day we received an email from an appreciative user explaining how Genius Scan had saved her graduation! On her way to hand in her final research paper, this user got stuck in a terrible traffic jam. Sitting there stuck in traffic, she realized there was no way she’d make it to school in time to hand in the paper. Lucky for her, she was able to use trusty pocket scanner to send in her final report from the car (not that we advocate scanning and driving!).
These are just a few of the ways Genius Scan has helped millions of users. We hope to make even more people’s lives easier by allowing them to go paperless. With Genius Scan, you can declutter your life and never lose another piece of paper.
Let’s be clear: We don’t advocate that you work when you are on vacation, but if you are a mobile office worker, you should make your life as easy as possible. While Apple devices are often touted for making work on the go easier, Android smartphones are up to the par if you curate your applications.
In this blog post, we will present a couple applications that might help you.
We’re preaching for our own church here, but everyone should have a scanner app. Simply taking a photo is not enough: first, it results in a grayish document with unnecessary background whereas Genius Scan presents you with a clean and legible scan. It also lets you create multi-pages PDF documents: this is perfect to gather the receipts of an expense report in a single document or to reproduce a 10-pages contract. Last, you can archive or share your documents in a couple taps.
Genius Scan is free to download on the Play Store, and we charge only for more advanced features.
Your IT department knows that good passwords are crucial. There are simple rules to create good ones, but the problem is that it’s hard for people to remember so many passwords, so they tend to reuse the same one everywhere – a major security flaw. 1Password is one of the serious attempts at tackling this issue: this app securely stores complex passwords for every service you use and protects them with a single strong password. Your employees only have one password to remember.
Create invoices directly from your Android phone with this convenient app and its associated service. You can design the invoices directly on your mobile in under 3 minutes while still having them look professional and match your brand.
When you plan a trip, it’s handy to keep all the information in one place. TripIt does exactly that. It’s as easy as forwarding your emails to firstname.lastname@example.org: TripIt will extract all the information and add them to your schedule in an organized way. In the same app, you will see your flight tickets (with confirmation number, gates and seat…) as well as your car rentals, hotel reservations. You won’t need to search in your emails for that confirmation number anymore.
Amaze is a lite and material-designed file explorer that makes it easy to organize saved files and clean up the piles of downloads. You can open zip archives, search across all locations (and external cards), and browse in multiple tabs to copy/move files and folders. The application is open-source, privacy friendly and frequently updated. A must-have for travelers who have to rely on their smartphones to collect, edit and quickly send documents.
Files Go by Google is an alternative application that takes even less space and further help with file clutter: it automatically detect and suggest to remove duplicate files, spam and rarely-used apps.
Point your phone camera at a sign and the app automatically replaces the text with the translation in your language of choice. Google Translate even replicates its font style, color and size so you can easily relates the original words with the translations. The app also offers a live “conversation” feature to help you talk naturally with a foreigner: as participants talks, the app displays the live translation large, legible letters and read it aloud. It works offline for basic text-to-text translation too: just download a language package before leaving your mobile network to avoid any roaming charges.
A simple world clock to keep time across multiple locations. Circa shows all the time at once which is needy when travelling abroad, scheduling meetings and checking the time at home.
If your business trip includes a day of sightseeing, you will love Guide With Me which automatically download travels guides so you can explore the world and places around you when you don’t have cell coverage. The content is created by Wikivoyage, a volunteer-driven community associated with Wikipedia, covers the entire world and includes well-detailed guides for many European countries and US states. It integrates pretty well with Maps.me, a well-designed maps and navigation apps that also works offline.
Google Trips is a more personnalized guide application which relies on your information stored across your Google Service to generate suggestions as you prepare your plans and take the road.
We hope you discovered a couple great apps through this post!