During daily processing of express tracking numbers, order numbers, or logistics reference numbers, we accumulate a large number of PDF files, all containing standardized numbering systems. However, when saving them, they may be arbitrarily named as documents, scans, or files. When we need to locate a PDF file with a specific number, looking at a pile of meaningless file names makes it impossible to intuitively identify which file we need. We can only open them one by one to check, which is extremely inefficient. If there are hundreds or even thousands of files, finding a specific number among them is like searching for a needle in a haystack. If we could automatically extract these numbers as file names, wouldn't file management become clear at a glance?
This document teaches you three methods to directly rename PDF files using formulas based on the content, such as numbers, codes, or custom information, saving you search time and streamlining file management.
When do you need to rename a PDF using its content as the new file name?
File names are messy and hard to identify
Many PDFs are automatically generated by systems, and their file names are usually garbled or custom names. You can't tell what's inside just by looking at the name, and when there are many files, searching becomes very difficult. At this point, extracting key information like titles, dates, or numbers from the PDF and using it as the new file name allows you to see the file content at a glance.
Organizing scanned documents
PDF files generated by scanners are typically numbered in chronological order and do not recognize content. After scanning dozens of contracts, invoices, or documents, all file names are almost identical, forcing you to open each one to check, which is a waste of time. We can extract the text content from the PDF to rename the files, quickly completing the organization work and avoiding repeatedly opening files for inspection.
Archiving and future retrieval
When PDF files need to be stored long-term and used for future searches, clear file names are crucial. File names that directly reflect the content, through batch renaming using the PDF content as the new name, can make the file structure clearer, reduce clutter, and greatly ease subsequent searching and management.
Preview of the effect of batch renaming PDFs using their internal numbers as new file names
Before processing:
After processing:
Method 1: Use HeSoft Doc Batch Tool to use PDF content as the new file name
Recommendation Index: ★★★★★
Advantages:
- Can batch process hundreds or even thousands of PDF files at once, and also allows customization of what type of content in the text should be used as the new file name.
- All files are processed locally without uploading, protecting user privacy and security.
Disadvantages:
- Requires installing software on a computer to operate.
Steps:
1. Open [ HeSoft Doc Batch Tool ], select [File Name] - [Rename PDF Files Using File Content].
2. In [Add Files] or [Import Files from Folder], choose a method to add the PDF files needing renaming. You can also drag and drop files directly to add them, and finally click Next.
3. Enter the settings options interface. In the search area, select [Text Matched by Custom Formula], then enter a regular expression for a fuzzy search of the corresponding text. Finally, for the position, select [Overwrite the Entire File Name]. If you need to keep the original file name, you can choose to add content directly to the left or right side. Click Next again, then click Browse to select a save location for the new files.
4. After processing is complete, open the file to view the successfully renamed PDF files.
Method 2: Use Adobe Acrobat DC Editor to automatically identify and extract numbers
Recommendation Index: ★★★☆☆
Advantages:
- The professional PDF software has a powerful OCR function that can accurately identify numbers of various fonts, sizes, and positions. It can even handle tilted, blurred, or complex background text well, and can also recognize numbers in tables and forms.
- The software supports batch processing, allowing you to extract numbers and rename hundreds or thousands of PDF files at once, without affecting the quality of the original files during the process.
Disadvantages:
- Adobe Acrobat software is expensive, representing a significant cost for individuals or small businesses. Despite its powerful features, the cost-performance ratio is not high.
- The setup process is very complex, requiring correct configuration of identification areas and naming rules. There is a certain learning curve, and repeated adjustments might be needed to achieve the desired effect.
Steps:
1. Open the PDF with Adobe Acrobat DC.
2. Click Tools - Recognize Text - In This File, then select the number area and copy the text.
3. Finally, rename the file in File Explorer by pasting, and it's done.
Method 3: Manually open the PDF file to copy, paste, and rename
Recommendation Index: ★☆☆☆☆
Advantages:
- No need to download or install any software; all processing is done locally on the computer.
- Allows manual verification of the number's correctness, avoiding errors from automatic recognition.
Disadvantages:
- Requires manual copying and pasting, which is time-consuming when processing many files.
- There might be copy errors or missed files that are not processed.
Steps:
1. Open the PDF file and copy the content you want to use as the file name.
2. Then right-click the file, exit, and select Rename.
3. Just paste it directly, and repeat this operation for the next file.
