We may encounter the need to systematically rename PDF files we use in our daily work based on the main idea of their content. For example, contracts, reports, or some reference materials often contain key information such as project numbers, client names, and dates. When we need to change the original file names to these numerical codes or dates, typically the only option is to open each file one by one, find the required keywords, then copy and paste to manually modify the file name. The process is not only tedious and time-consuming, but it is also very easy to accidentally make typing errors, leading to a mismatch between the file name and its content, which greatly affects the subsequent management and retrieval of these PDF files.
So, is there a method to automatically identify similar keywords across multiple PDFs and use those keywords as the basis to batch rename the corresponding files? This article introduces an efficient technique: using fuzzy search to precisely locate key information within the files, and then achieving automatic matching and renaming of file content and file names. This brings order to file management and rapidly boosts work efficiency.
When Should You Use Key Information from PDF Content as File Names for Renaming?
Multiple Files Hard to Distinguish
Many PDFs have names like File 1, File 2, File 3, making it impossible to know their content at a glance and difficult to quickly find the target file. However, PDFs often contain key content, such as invoice numbers, contract numbers, customer names, order numbers, etc. Extracting this key content as the file name allows you to see the file's purpose and category immediately, without needing to open it for confirmation.
Ensuring Files Correspond to Their Identifiers
In scenarios like finance, logistics, and courier invoice archives, the identifiers in PDFs carry clear business significance, such as invoice numbers, waybill numbers, customer codes, and barcode numbers. Manually entering this content as file names is highly prone to human error. By directly using a fuzzy search to locate key information within PDFs and automatically renaming files, you can ensure the file names are perfectly consistent with the business identifiers, saving the time and effort of manual work.
Extracting Information from Scans
Most businesses scan paper materials into PDFs, such as contracts, forms, application forms, and courier waybills. These files often number in the hundreds or thousands. Opening each one to view and then name the file is extremely time-consuming. Using key information within PDFs to automatically rename them allows you to process a large volume of files at once, significantly boosting efficiency.
Preview of Batch Renaming Effects Using Corresponding Identifiers from Multiple PDFs
Before processing:
After processing:
Operation Steps for Batch Renaming Files Using UPS Tracking Numbers from PDFs
1. Open 【 HeSoft Doc Batch Tool 】, select 【File Name】 - 【Rename PDF Files Using File Content】.
2. Choose a method under 【Add Files】 or 【Import Files from Folder】 to add the PDFs you need to rename based on their internal keywords. You can also directly drag and drop files into the area below, then click Next.
3. Proceed to the settings options interface. Select the text matched by the custom formula, and enter a regular expression below that can perform a fuzzy search for the corresponding keyword in the PDF text. For the position, you can choose to overwrite the entire original file name with the searched keyword, or add it to the far left or far right of the original file name. Finally, click Next again, click Browse, and select the save location for the new files.
4. After the processing is complete, click the path to open the folder and view all the successfully renamed PDF files.
