Dates, numbers, months, names, or project codes often appear repeatedly in many PDF files. Manually opening each PDF to delete them is not only time-consuming but also prone to omissions. This article uses HeSoft Doc Batch Tool as an example to demonstrate how to use formulas for fuzzy text search. By using wildcard-like or regex-style patterns, you can batch-match variable keywords across multiple PDFs and leave the replacement content empty, achieving the effect of batch-deleting text from PDF files.
When organizing contracts, reports, archived materials, or publicly released documents, a common problem arises: many PDF files contain text that needs to be removed, but this text is not exactly the same. For example, some files display a month, others a year, some have sequential number sequences, and others have segments of a date. Manually opening each PDF, searching with a reader, and deleting is not only inefficient, but when dealing with dozens or hundreds of files, it's very easy to miss deletions, make incorrect deletions, or cause save-order confusion.
This article addresses such batch processing scenarios: using HeSoft Doc Batch Tool , perform a fuzzy search using wildcard logic across multiple PDFs and batch-delete the matched keywords. The feature name in the interface is "Find and Replace Keywords in PDF," where the "Use formula for fuzzy text search" option is suitable for handling situations like "unfixed months," "unfixed years," or "number sequences with fixed digit length but changing content." By leaving the replacement keyword list empty, you can achieve the effect of deleting the matched text.
Applicable Scenarios: What PDF Content is Suitable for Batch Deletion with Wildcards
Batch deletion of PDF keywords using wildcards is suitable for processing PDF text that "has a pattern but specific content varies." For instance, a batch of report covers might have dates in formats like "April 13, 2017" or "May 13, 2020"; other examples include four-digit years, fixed-length codes, batch numbers, version numbers, or serial numbers within files. Their common characteristic is that they are unsuitable for precise deletion by entering just one fixed word, but they can be uniformly matched using a single rule.
In the screenshot example, the files to be processed are 4 PDFs named 1.pdf, 2.pdf, 3.pdf, and 4.pdf. Each PDF contains date-related content that needs to be cleaned up. The list of files before processing is as follows:
Opening one of the PDFs reveals text like the date "April 13, 2017" on the page. The example uses red boxes to mark the parts to be deleted: the month "April" and the year "2017". Because the month or year might change across different files, using a standard exact search would require entering multiple fixed words; however, using formula-based fuzzy search allows you to match multiple possible months with "April|May" and match a four-digit year with "\d{4}".
It is important to note that this article discusses batch finding and deleting text within the content of PDF files—not deleting PDF file names or entire pages. If you need to batch modify file names, delete PDF pages, or convert to Word/docx/doc or Excel formats, those belong to other tool scenarios; this article's focus is on batch processing keywords within the body of PDFs.
Effect Preview: Comparison of PDF Keyword Deletion Results Before and After Processing
Before processing, the complete date is visible on the PDF page, with the month and year displayed. After configuring the batch find-and-replace function, the software will execute the same rules on each imported PDF sequentially: find text matching the formula and set the replacement content to empty. In this way, the matched text will be deleted from the PDF.
The post-processing example effect is shown below. You can see that the original month's position has become blank, and the four-digit year has also been deleted, leaving only the parts not matched for deletion—for example, the "13," in the middle remains. This indicates that the software does not simply erase a fixed coordinate area but locates and performs a replace-deletion on the corresponding text based on the input search rules.
The advantage of this method is very clear: when months, years, and numbers differ across PDFs but follow consistent format rules, there is no need to check and manually process file by file, page by page. As long as the rules are set correctly, you can process the entire batch of PDFs at once, which is particularly suitable for tasks like data anonymization, pre-release report cleanup, historical file archiving, and template content removal.
Operation Steps: Using HeSoft Doc Batch Tool for Batch PDF Keyword Deletion
The complete operation flow is introduced below, following the screenshot sequence. The entire process can be understood in four stages: selecting the function, importing PDFs, setting the fuzzy search and deletion rules, and setting the save location and starting the process. At each step, confirm whether the current settings meet expectations, especially the wildcard or formula rules. It is recommended to test with a small number of files first before batch processing all documents.
Step 1: Enter the PDF tool and select "Find and Replace Keywords in PDF"
After opening HeSoft Doc Batch Tool , select "PDF Tools" from the left-side tool categories. The right side will display multiple PDF batch processing feature cards, including PDF Watermark, Delete Pages, Convert to Word, Convert to TXT, etc. Here, you need to select the first item, "Find and Replace Keywords in PDF".
The purpose of this step is to enter the PDF text find-and-replace workflow. Since we want to delete keywords from the PDF content, you must not choose "Delete Pages in PDF" or "Convert PDF to Word." After selecting the correct function, the software enters a wizard-like interface. At the top, you can see the flow steps: Select Records to Process, Set Processing Options, Set Save Location, Start Processing.
Step 2: Add multiple PDF files and confirm the records to be processed
After entering the function page, first import the PDF files that need processing. The top right of the interface provides "Add Files" and "Import Files from Folder" buttons. If you are only processing a few specific PDFs, click "Add Files"; if an entire folder contains the PDFs to be processed, use "Import Files from Folder" for batch import. The screenshot shows 4 PDFs have been imported, listed with their serial number, name, path, extension, creation time, and modification time.
The operational goal of this step is to confirm "which PDFs will be batch processed." After importing, check the file count, paths, and extensions for correctness. The example has a record count of 4, indicating 1.pdf, 2.pdf, 3.pdf, and 4.pdf will all participate in the subsequent keyword deletion. If a file does not need processing, it can be removed in the operation column; if the wrong files were imported, you can use the "Clear" button on the interface to reselect. Once confirmed, click "Next" at the bottom.
Step 3: Select "Use formula for fuzzy text search" and enter the rules for deletion
Upon reaching the "Set Processing Options" page, you need to configure the keyword options carefully. In the screenshot, the "Search method" is set to "Use formula for fuzzy text search," which is the key to achieving wildcard-based batch fuzzy deletion. Compared to "Exact text search," formula-based fuzzy search is suitable for entering expressions with rules, using one rule to match a category of text.
In the "Keyword list to search for," each line is an item or rule to match. In the example, the first line is "April|May", which can be understood as matching April or May; the second line is "\d{4}", used to match exactly four digits, such as years like 2017, 2020. In this way, the software can search for month words and four-digit years in the PDF, rather than searching only for one fixed string.
On the right is the "Replacement keyword list." The screenshot prompts "Leave empty to delete," which is very important. If you want to replace a keyword with new content, fill in the replacement text on the right; if the goal is to delete keywords from the PDF, keep the corresponding replacement content empty. The requirement in this article is batch fuzzy deletion, so the right side is left blank, instructing the software to replace matched text with nothing.
When setting up, it is recommended to follow one principle: first clearly define the deletion scope, then decide if multiple lines are needed. For example, if you need to delete months and years, you can write them in two lines like the example; if only deleting four-digit years, just write "\d{4}". Do not make the rules too broad, otherwise you might accidentally delete other normal numbers in the PDF. For instance, "\d+" would match consecutive digits, which has a broader scope than four-digit years, so use it with caution.
Step 4: Proceed to the next step, set the save location, and start batch processing
After the keyword rules are configured, click the "Next" button at the bottom of the page. Following the top flow, the subsequent steps will lead to "Set Save Location" and "Start Processing." The purpose of these two steps is to determine where the processed PDFs will be saved and to formally execute the batch find-and-replace. For easier result verification, it is recommended not to overwrite the original files directly but to save them to a new output directory. This way, even if the rules need adjustment, you can go back to the original PDFs and process them again.
Once processing starts, the software will process the PDFs one by one according to the import list. After completion, open the output folder to check the results. You can first look at the first page or positions containing the target dates or numbers to confirm that matched content like months and years has been deleted before continuing to check other files. If you processed a large number of PDFs, it's advisable to spot-check different files, especially those with slightly different content formats.
Notes on Wildcard and Formula Writing: How to Avoid Accidentally Deleting PDF Content
Many users confuse the concepts of "wildcards," "fuzzy matching," and "regular expression formulas." In practical use, you don't need to master complex theories; just know that their goal is to match a category of text using a rule. In the screenshot, the "Use formula for fuzzy text search" function supports using formulas to express the content you want to find, for example, "April|May" means one or the other, and "\d{4}" indicates four digits.
If you want to delete fixed words, such as an old company name, a fixed project name, or uniform watermark text, you can use exact text search; if you want to delete variable content, like years, numbers, months, or batch codes, formula-based fuzzy search is more suitable. For users new to this, it's recommended to first process 1 or 2 PDFs for verification, confirm the deletion effect meets expectations, and then import the entire folder for batch processing.
Also, note that text in a PDF is not always editable text. Some scanned documents appear to have text but are essentially images. If the PDF lacks a recognizable text layer, a standard search-and-replace may not find hits. In such cases, you need to first confirm whether the PDF content can be selected, copied, or searched. The PDF text in this article's example is matchable, so batch deletion can be completed.
Frequently Asked Questions and Precautions
1. Why should the replacement keyword list be left empty?
Because the requirement here is deletion, not replacement. The interface already prompts, "Leave empty to delete." So, by not inputting content in the right-side replacement list, the software replaces the found text with a blank, visually resulting in the keyword being deleted.
2. Can many PDFs be processed at once?
Yes. This tool is positioned for batch processing of office documents, suitable for batch processing PDF files to reduce repetitive labor. You can select multiple PDFs via "Add Files," or import all PDFs from a folder at once using "Import Files from Folder." After importing, check the record count and paths to avoid adding files you don't intend to process to the task.
3. What if the rules are written incorrectly?
If a rule is too broad, it might delete content that shouldn't be deleted; if too narrow, it might miss some items. Therefore, it's recommended to back up the original files first, or output to a new folder when setting the save location. After completion, check the results, and if they don't meet expectations, adjust the search rules and process again.
4. What is the difference between this method and converting to Word then deleting?
Converting PDF to Word, docx, or doc and then finding and deleting is another approach, but it might involve changes to layout, pagination, and require re-exporting to PDF. Batch find-and-replace directly in the PDF is more suitable for scenarios where you only need to clean up some text in the PDF while preserving the original PDF layout as much as possible.
Summary: Using Batch Processing Tools to Reduce Repetitive PDF Cleanup Work
When multiple PDF files contain similar but not identical keywords, manually deleting them one by one is not an efficient solution. With the "Find and Replace Keywords in PDF" function of HeSoft Doc Batch Tool , by choosing "Use formula for fuzzy text search" and leaving the replacement content empty, you can achieve wildcard-style batch fuzzy deletion. Whether for dates, years, numbers, or variable text in fixed formats, they can all be uniformly matched and processed through rules.
If you are handling a batch of PDFs that need anonymization, date cleaning, or number deletion, it is recommended to first prepare test files, follow the steps in this article to import the PDFs, set fuzzy search rules, output to a new folder, and check the effects. Once the rules are confirmed to be stable, hand the entire batch of files over to the software for processing, which can greatly reduce repetitive operation time and improve efficiency in PDF organization and pre-publishing preparation.