When a batch of PDF files is saved with temporary names like 1.pdf, 2.pdf, subsequent retrieval, archiving, and verification become inefficient. If the PDF pages themselves contain barcodes and their corresponding text, you can directly extract the barcode text as the file name. This article uses HeSoft Doc Batch Tool as an example to explain how to use the "Rename PDF Files Using File Content" feature to batch rename PDFs with barcode codes.
In scenarios such as orders, archives, inspection reports, logistics documents, and training materials, PDF files are often generated or scanned in batches. When first exported, filenames might just be simple sequential numbers, for example, 1.pdf, 2.pdf, 3.pdf, 4.pdf. While these filenames are convenient for temporary storage, they create a lot of repetitive work once you need to search by number, upload to a system, or verify against an Excel ledger.
If each PDF page contains a barcode, and the barcode itself or the area below it includes a recognizable string of characters, a more ideal approach is to batch rename the PDF files directly using the barcode text from the PDF content. This transforms filenames from meaningless numbers into searchable, verifiable codes, such as 10026877.pdf, 20036655.pdf, 20100511.pdf, 33952100.pdf.
This article will use screenshots to introduce how to perform this operation in the office software " HeSoft Doc Batch Tool ". Its role is not that of a single-file editor, but an office efficiency tool designed for batch file processing. It is suitable for handling multiple PDFs at once, reducing the repetitive steps of manually opening, viewing, copying, and renaming.
Applicable Scenarios
Batch renaming using barcode text from PDF content is particularly suitable for the following types of work:
First, when the original filenames of a batch of PDFs have no business meaning. For instance, scanned documents named 1.pdf, 2.pdf, 3.pdf, or system exports with random numbers, where you cannot directly determine the file content from the name.
Second, when each PDF contains a clear barcode or barcode number. As seen in the screenshot, the upper right corner of the PDF page has a barcode, with the number 20036655 displayed below it. This kind of content can serve as the source for renaming.
Third, when there is a need to archive, search, or upload by barcode number. Examples include order numbers, case numbers, sample IDs, asset tags, exam paper numbers, and report numbers, all of which can be quickly identified through the filename.
Fourth, when batch processing is needed rather than modifying files one by one. Manually renaming a few files might be acceptable, but opening dozens or hundreds of PDFs one-by-one to view the barcode, copying the number, and changing the filename is error-prone and very time-consuming. A batch processing tool can standardize this workflow.
Effect Preview: Before and After Processing
Before processing, the PDF names in the folder are just simple sequential numbers: 1.pdf, 2.pdf, 3.pdf, 4.pdf. From the filenames alone, you cannot tell which barcode corresponds to which PDF, making it inconvenient to search by number in subsequent work.
After opening one of the PDFs, you can see that the page contains a barcode with corresponding numeric text below it. For example, the screenshot shows a barcode in the upper right corner of the PDF page, with the text 20036655 beneath it. This means this PDF could actually use 20036655 as a more accurate filename.
After batch processing is complete, the original filenames with no business meaning are replaced with the barcode text. The processed filenames become 10026877.pdf, 20036655.pdf, 20100511.pdf, 33952100.pdf. This way, you can know the file's corresponding number without even opening the PDF.
Operation Steps
Step 1: Go to the "File Name" tool category and select the rename-by-content function
After opening HeSoft Doc Batch Tool , select the "File Name" category in the left navigation panel. The central area will display multiple functions related to filename processing, including finding and replacing filename keywords, inserting text, adding prefixes and suffixes, adding parent folder names, and adding total page counts.
This task aims to name files based on PDF content, so you need to select "Rename PDF files using file content". As shown in the screenshot, the description for this function is "Batch use certain text from PDF file content as the filename for that file," which corresponds exactly to the need addressed in this article: batch-renaming PDF files using barcode text.
The purpose of this step is to tell the software that what follows is not a standard filename replacement, but an extraction of content from within the PDF files, which will then be written into the filenames.
Step 2: Add the PDF files you need to process
After entering the "Rename PDF files using file content" feature page, the top of the interface shows the complete workflow: Select records to process, Set processing options, Set save location, Start processing. You are currently at step 1, "Select records to process".
In the upper right area of the page, you can see buttons like "Add Files," "Import Files from Folder," "Clear," and "More". You can choose to add a single PDF file or import PDFs in batch from a folder based on your actual situation. After importing, the files will appear in the list, which includes fields for Sequence Number, Name, Path, Extension, Creation Time, Modification Time, and Operations.
The example in the screenshot has already imported 4 PDFs, named 1.pdf, 2.pdf, 3.pdf, 4.pdf, located in the D drive test folder. The summary at the bottom shows a record count of 4. After confirming the file list is correct, click "Next" at the bottom to proceed to setting processing options.
The purpose of this step is to add all the PDFs that need batch renaming into the task list. The expected result is: the pending files are displayed in the list, and the quantity matches the number of PDF files in the folder.
Step 3: Set the search area to "First barcode image"
Upon entering Step 2 "Set processing options," you need to tell the software where in the PDF to extract the filename from. The screenshot shows that the "Search Area" offers several options: First line of text, First barcode image, Text matched by a custom formula.
Because this example aims to use the barcode text from the PDF content as the filename, you should select "First barcode image". In the screenshot, this option is already selected and highlighted with a red box.
In the "Position" area below, you can see options like "Overwrite entire filename," "To the left of the filename," "To the right of the filename". The example selects "Overwrite entire filename," meaning the original filename body will be replaced by the recognized barcode text after processing, rather than being appended before or after the original name.
This step is crucial. The purpose of selecting "First barcode image" is to have the software recognize the barcode content from the PDF; selecting "Overwrite entire filename" is to make the final filename become BarcodeNumber.pdf, not a combination like 1_BarcodeNumber.pdf or BarcodeNumber_1.pdf.
Step 4: Set the save location and start processing according to the workflow
After completing the processing options, continue by clicking "Next". In the interface workflow, Step 3 is "Set save location," and Step 4 is "Start processing." Since different users may have different file management habits, it is recommended to choose the appropriate output location according to actual needs during the save location step.
If you wish to keep the original files, it is recommended to save the results to a new folder for easy comparison of differences before and after processing; if processing in a test environment, you can also use a small sample to verify the barcode recognition effect first, then batch process all files. Once settings are complete, proceed to "Start processing" and wait for the software to finish the batch renaming.
After processing is done, go back to the output folder to check the results. In the example, the original 1.pdf, 2.pdf, 3.pdf, 4.pdf have become PDF files named after the barcode text. The file extensions still remain .pdf; what has changed is the filename body.
Common Questions and Notes
1. Why select "First barcode image"?
Because the example PDF pages contain barcodes, and the goal is to use the text corresponding to the barcode as the filename. If you select "First line of text," the software will extract text by line and might not get the barcode number; using a custom formula to match text is more suitable for PDFs with fixed text rules. For files with clear barcodes on the page, selecting "First barcode image" is more direct.
2. Can it process files if the barcode is not on the first page?
From the screenshot, it can be confirmed that this function supports searching by "First barcode image," but the specific recognition scope should be subject to the actual processing results of the software. It is recommended to test with a few representative PDFs to confirm the barcode's page location, clarity, and position can be correctly recognized before processing all files.
3. Will the filename end up with the original 1, 2, 3?
This depends on the "Position" setting. The screenshot selects "Overwrite entire filename," so after processing, the original filename body will be replaced with the barcode text. If you select left or right, it is usually used to append content based on the original filename. To get a pure barcode number filename, it is recommended to select "Overwrite entire filename".
4. Do I need to back up before batch processing?
Backup is recommended. Batch renaming affects multiple filenames at once. If the original filenames still have reference value, or if you are concerned that the barcode recognition results might not meet expectations, you can first copy the folder and then perform the process on the copy. This way, even if you need to roll back, the original data will not be affected.
5. Does barcode image quality affect the results?
Yes, it does. Barcodes that are too small, blurry, skewed, obscured, or scanned at too low a resolution can all affect recognition. Before processing, it is best to spot-check a few PDFs to confirm the barcodes are clearly visible and that each file contains a unique number that can be used as a filename.
Summary
Using barcode text from PDF content to batch rename PDF files can transform meaningless sequential filenames into identifiable, searchable, archivable business numbers. For batch PDF scenarios involving orders, logistics, archives, reports, etc., this method significantly reduces the repetitive manual labor of opening files, viewing barcodes, copying numbers, and renaming one by one.
As an office software, the core value of HeSoft Doc Batch Tool lies in batch processing files, reducing repetitive operations, and improving file organization efficiency. In practice, you simply need to go to the "File Name" category, select "Rename PDF files using file content," import the PDFs, set the search area to "First barcode image," and choose to overwrite the entire filename to complete the batch conversion from PDF barcodes to filenames. It is recommended to test with a small sample first, confirm the recognition results are correct, and then batch process the entire folder.