Relatively sensitive PDF files often contain invoice numbers, contract numbers, or order numbers, etc. These numbers have a uniform format, but the content is sometimes very sensitive and not suitable for public display, requiring protection when sharing. When faced with a large number of PDF files, each containing many structurally similar and fixed-format numbers that need to be modified or hidden, if we use traditional methods to open the files, manually search, edit, and then modify them, the process is extremely tedious and time-consuming, not to mention that it is difficult to ensure complete and consistent processing, with omissions easily occurring.
Is there a way to shorten our processing time, accurately identify all properly formatted numbers in a PDF file, and batch replace or hide them? This article introduces a quick solution to help us batch process all identically formatted numbers or tracking numbers in a document, significantly improving the efficiency and accuracy of PDF processing. Let's explore it together!
When do you need to modify or hide numbers of the same format in PDFs, such as phone numbers or tracking numbers?
Protecting Private Content During Display
PDFs contain sensitive information like tracking numbers, ID numbers, or mobile phone numbers. If you need to send the file to a client or publish it publicly, this information must be hidden and replaced to prevent others from seeing content not meant for external display. We can quickly protect privacy by automatically identifying numbers of the same format and replacing or redacting them.
Preventing Information Leakage in Sample Files
Numbers, order numbers, and tracking numbers present in actual PDF files frequently used for demonstrations might be real data. Displaying them directly is very insecure. By automatically processing these digital numbers according to a unified format, such as directly covering them or replacing them with ******, the document can be displayed normally without leaking the real information of customers and the company.
Archiving Processing for Sensitive Data
When the same PDF file needs to be shared internally within a team, circulated across multiple departments, or stored long-term, if the numbers within are sensitive or unrelated to the business, they need to be uniformly hidden. We can automatically identify and replace data of the same format, avoiding manual modification without destroying the document's format.
Preview of the Effect of Batch Replacing Multiple Numbers in a PDF with Other Content
Before Processing:
After Processing:
Method 1: Use HeSoft Doc Batch Tool to Batch Hide Tracking Numbers in PDFs
Recommendation Rating: ★★★★★
Advantages:
- Feature-rich, excellent processing results, simple and easy operation, beginner-friendly, and supports batch processing.
- Files do not require uploading; all processing is done on the local computer, protecting user privacy.
Disadvantages:
- Can only be installed and operated on a computer.
Operation Steps:
1. Open [ HeSoft Doc Batch Tool ], select [PDF Tools] - [Find and Replace Keywords in PDF].
2. In [Add Files] or [Import Files from Folder], choose a method to add the PDF(s) where keywords need to be replaced or hidden. You can also drag and drop files directly into the area below. Then click Next.
3. Proceed to the settings option interface, select [Practical Formula Fuzzy Text Search], enter a formula in the keyword list below for fuzzy searching (for example, if we need to search for UPS format tracking numbers here, use the following regular expression). In the replacement keyword list on the right, enter the text you want to replace with; other formulas are also supported. Finally, click Next, then click Browse to choose the save location for the new file.
4. After waiting for the processing to complete, click the red path to open the folder, then open the PDF to view the successfully replaced or hidden content.
Method 2: Use PDF Editor Annotations to Cover Parts of the PDF That Need Hiding
Recommendation Rating: ★★★☆☆
Advantages:
- Intuitive operation, no need to learn complex features.
- Almost any PDF editor has this function.
Disadvantages:
- Manual operation one by one, very low efficiency.
- Prone to omissions and unable to handle large volumes of files.
Operation Steps:
1. Use an editor to open the PDF file, and find the annotation function in the toolbar.
2. Select the rectangle tool, drag and draw over the number that needs to be hidden until it is completely covered.
3. Save the file, and repeat the operation for all numbers on all pages.
Method 3: Convert to Word Format and Use Fuzzy Search for Replacement
Recommendation Rating: ★★★☆☆
Advantages:
- Truly complete replacement of text content.
- Supports batch find and replace, suitable for processing large quantities of numbers.
Disadvantages:
- More complex PDFs might encounter garbled text after conversion.
- Requires Office 2016 or a later version.
Operation Steps:
1. Open the PDF with Word, press Ctrl + H to open the Replace window.
2. First, check the Use wildcards option. Then, enter the number formula in the Find what field, and enter ****** in the Replace with field.
3. Finally, save as a new PDF file, then proceed to process the next file.
Method 4: Utilize the Search and Replace Feature in Adobe Acrobat DC
Recommendation Rating: ★★☆☆☆
Advantages:
- More efficient than manual redaction, with neat processing results.
- Can process all numbers of the same format.
Disadvantages:
- Ineffective for scanned PDFs, might disrupt the original layout.
- Some PDF software does not support searching.
Operation Steps:
1. Use Adobe Acrobat DC to open the PDF file, press Ctrl + H to search. Enter the first few digits of the tracking number's consistent format, and the corresponding numbers will automatically appear.
2. Click through them sequentially and make edits.
3. Then switch to the next one and replace it sequentially.
Method 5: Utilize a Python Script to Extract and Match Numbers
Recommendation Rating: ★★☆☆☆
Advantages:
- Fully customizable matching rules.
- Can process very large PDFs and export a list of results.
Disadvantages:
- Requires learning the basics of scripting, significant learning curve.
- Cannot directly modify the PDF file.
Operation Steps:
1. Install Python and the PyPDF2 library.
2. Create a new script file:
import re
import PyPDF2
pdf_file = open('input.pdf', 'rb')
pdf_reader = PyPDF2.PdfReader(pdf_file)
# Match 11-digit mobile phone number
phone_pattern = r'1[3-9]\d{9}'
for page in pdf_reader.pages:
text = page.extract_text()
phones = re.findall(phone_pattern, text)
print(f"Found phone number: {phones}")
3. After running, all matched numbers will be output.