Organizing Documents in Genius Scan
Managing an ever-growing collection of scans can quickly become overwhelming. Fortunately, Genius Scan provides a variety of tools to help you stay organized. Whether you prefer using folders, tags, or automated exports, there’s a solution that fits your needs.
Let’s explore them!
Use Folders to Group Related Documents
If you like a structured filing system, folders are a great way to organize your scans. You can create folders based on categories like Work, Personal, Receipts, or any other system that works for you. And you can even create folders… inside your folders!
To create a folder:
- Open the menu at the top right of the main screen,
- Choose “New Folder”,
- Name your folder and start moving documents in it. You can also scan documents directly from inside a folder.
Folders are the best organizing tool to reduce clutter in your main document list. It keeps related documents in one place, and makes their retrieval much easier when working with multiple projects or scanning very different types of documents.
Rename Documents for Clarity
Properly naming your documents makes searching and organizing much easier. Instead of generic names, try using formats with subjects and dates like “2024-02-Invoice” or “Meeting Notes-Project X”.
Genius Scan offers three tools to rename your documents: basic renaming and smart suggestions from the document view, or document name templates. Name templates are the best way to automatically create consistent formats and ensure coherence within your naming system. To rename documents with document name templates, head to the settings to configure a template. Every time you create a document, you will be able to use this template. Learn more about document name templates.
To rename a document from the document view:
- Open a document and tap its name,
- Enter a new name and tap Save,
- If you are subscribed to Genius Scan Ultra, you can tap the suggestions below your document’s name. These suggestions are based on dates and words detected in the documents, words frequently used to rename your documents, smart data suggestions, your location and calendar-based events.
Renaming your documents helps you identify a document without opening it. It also makes them easier to search, sort, and ultimately avoids confusion when exporting them.
Learn more about renaming documents
Add Tags for Quick Search & Filtering
For those who prefer a more flexible way to organize their documents, tags provide a powerful alternative. You can assign multiple tags to a document, making it easy to find even if it belongs to different categories.
To add a tag to a document:
- Open a document and tap the Tag field at the top of your screen,
- Enter a new tag, or select an existing one,
- Repeat the process for as many tags as you need. There’s no limit to the amount of tags you can add to a document.
Tagging your documents allows them to belong to multiple categories, which is perfect for projects that involve overlapping topics.
Search Documents Instantly
Even with an organized system, finding documents manually can be a hurdle. Genius Scan’s search feature lets you locate documents instantly by name, tag, or content (if OCR is enabled).
To search a document:
- Tap the Search button at the top of your screen,
- Enter a word that appears in your searched document’s name, tags, or content (if Text Recognition is applied).
Tagging, renaming and sorting your documents into folders creates a structured system that allows for quick retrieval of your documents. You can search your documents through your entire’s app content, or directly from a folder, to make the search more precise. The Search feature works with many parts of your documents, so you don’t need to remember their name or the date you scanned them: OCR-enabled searches even find text inside scanned documents.
Automate Export to Different Repositories
If you prefer to keep your documents structured outside of Genius Scan, auto-export rules help you send scans to cloud storage effortlessly (Dropbox, Google Drive, OneDrive, etc.). You can set up rules based on document names or tags.
To create an auto-export rule:
- Go to Settings > Export.
- Choose a cloud storage service.
- Set up rules based on tags or file names, if needed.
- Genius Scan will automatically send new scans to the right location.
Auto exporting documents backs up your documents without extra manual work and ensures your scans are automatically stored where you need them. You can create auto-export rules for different folders in the same cloud service. Not only does it save you time exporting documents, but it can also save you time deleting them. If you don’t want to keep your documents inside Genius Scan, you can activate the auto-delete feature that automatically deletes a document from the app once it’s properly exported to the destination of your choice.
Whether you prefer structured folders, flexible tags, cohesive name templates or easy automatic exports, Genius Scan has a way to keep your documents organized and search for them in the app. By setting up a system that works for you, you’ll always be able to find the document you need—quickly and effortlessly.
We’d love to learn how you organize your scans; this can help us improve Genius Scan to support your use case. Let us know at support@thegrizzlylabs.com.