Decide the folder layout before the first scan. Property records get looked up by building and unit far more often than by date, so those belong at the top of the structure. In ScanRoute the folder layout lives in the file name template, where a backslash creates a subfolder under the destination you choose. {Property}\{Unit}_{Type}_{Date}.pdf gives one folder per building with every unit's documents inside, named so they sort by unit. {Property}\{Unit}\{Type}_{Date}.pdf goes one level deeper, with a folder per unit. Pick one and keep it, because a consistent layout is what keeps the archive easy to browse years later.
Put a reference line on the paper you control. ScanRoute reads one zone on the first page of each document, and the zone is a fixed rectangle. That suits paper your office produces itself: inspection reports, notices, renewal letters, and lease cover pages printed from your own templates. Add a single header line to those templates, such as MAPLE 4B 2026-09-30 INSPECTION, in the same spot every time, and the zone can supply the property, unit, date, and type for each of them. Paper from outside, such as vendor invoices and tenant letters, has no consistent layout, so expect those reads to wait in the inbox for a typed value.
Choose separators by document mix. Blank pages are the quick separator for mixed stacks, as long as the copier is not scanning both sides; a two-sided scan turns blank backs into extra breaks. Barcode separator sheets avoid that and can carry the document type: the free printable separator sheets include SR-INV for invoices, and the {Barcode} token puts that value into the name. Every N pages is right only for runs of identical forms, such as a stack of one-page rent notices.
Use the watched folder without losing control. If the copier scans into a folder on this PC, turn on the watched folder in Settings. It is off until you turn it on, and new PDFs wait on the Batch page until you plan them. Nothing is planned or committed by itself, so a scan that arrives mid-afternoon sits there until someone looks at it.
Check, then commit. Preview lists every proposed name and folder. Values that cannot go in a Windows file name, such as a unit written 12/B, are flagged as bad file names rather than silently changed, and duplicates are flagged instead of overwritten. OCR and barcodes can misread, so read the list before you commit. The originals are only read, and each commit leaves a CSV manifest in the destination listing every file with its SHA-256 hash.
Where ScanRoute stops. It is not a document-management server and does not reach shared drives: sources, the watched folder, and the destination are folders on this PC. Store purchases are per user, so each person who runs it buys it with their own Microsoft account.