When the PDF file name is only a numeric sequence or a temporary name, archivists often need to open the file, check the barcode number on the page, and then manually rename it. This article focuses on the requirement of batch renaming files based on the barcode numbers in PDF pages, explaining how to use file content to rename PDF files in HeSoft Doc Batch Tool , import a PDF list, set the search area to the first barcode image, and overwrite the recognized number as the file name, thereby quickly completing batch organization.
Many offices encounter this file organization problem: the system exports a batch of PDFs at once, but the file names are simply 1.pdf, 2.pdf, 3.pdf, 4.pdf; while the number that can actually identify the file is printed under the barcode on the PDF page. For a small number of files, manually opening and checking them can be manageable; but if there are dozens, hundreds, or even more PDFs, opening, viewing, copying the number, and renaming each one will take up a significant amount of time. Moreover, if a number is misread, subsequent filing and retrieval will be affected.
This article introduces a method more suitable for batch office processing: using HeSoft Doc Batch Tool , identify the barcode text within the PDF content, and use that text to batch rename the PDF files. This can automatically change file names that originally have no business meaning into barcode number names consistent with the PDF content, suitable for scenarios like document archiving, data delivery, order attachment organization, and sorting coded reference materials.
Applicable Scenarios: Meaningless File Names, but Barcode Numbers Exist Inside the PDF
Renaming PDFs based on barcode numbers applies to a file collection with a distinct common feature: the file names themselves are unimportant, and the barcode number on the PDF page is the key identifier. This can occur with exported receipt PDFs, scanned archive PDFs, batch-generated certificate PDFs, report PDFs, label PDFs, etc.
In the screenshot example, the PDF names in the folder are very simple, just 1.pdf, 2.pdf, 3.pdf, 4.pdf. Such names cannot reflect the file content and are inconvenient for verification when sent to colleagues or uploaded to a system. Upon opening the PDF, you can see a barcode on the page, with a string of digits below it, for example, 20036655. This number is what should appear in the file name.
If processed using traditional methods, you need to repeatedly execute the actions of opening the file, finding the barcode, reading the digits, closing the file, and renaming the file. HeSoft Doc Batch Tool , as a batch processing software designed for office scenarios, can automate these repetitive actions, making it especially suitable for users needing to consolidate large numbers of PDF files.
Result Preview: From Temporary Sequential Names to Barcode File Names
In the folder before processing, 4 PDF files are named with simple sequential numbers. For filing personnel, this naming convention lacks readability and cannot be directly linked to business numbers.
On the PDF page, you can see the barcode and the text below it. The barcode text in the sample file is 20036655, indicating that this PDF can be assigned a unique file name based on the barcode number.
After batch processing is complete, the file names become 10026877.pdf, 20036655.pdf, 20100511.pdf, 33952100.pdf. This means the software identified the corresponding barcode text from within each PDF and wrote the identification result into the file name.
Step 1: Locate the PDF Content Renaming Function on the Main Interface
After opening HeSoft Doc Batch Tool , first observe the function categories on the left. The category relevant to this need is file names, as our goal is to batch modify file names, not to edit the main content of PDFs.
After entering the file name category, find the function card for Rename PDF Files Using File Content. In the screenshot, this function is listed as the 7th item, with the description: Batch use some text within the content of PDF files as the file name. This description aligns with the need to rename PDFs based on barcode numbers.
The significance of choosing this function is that the renaming basis comes from the internal content of the PDF, rather than through find-and-replace on the original file name, adding prefixes/suffixes, or case conversion. For file names like 1.pdf or 2.pdf that lack business information, only by extracting the number from the PDF content can a truly valuable new name be obtained.
Step 2: Import the PDF Files to Be Processed and Verify the List
After entering the function page, the first step is to select the records to be processed. The top of the interface provides operation entries like Add Files, Import Files from Folder, Clear, and More. Choose the appropriate import method based on the number of files: if there are few files, you can click Add Files; if the PDFs are centrally located in a folder, using Import Files from Folder is usually more time-efficient.
After importing, the software will list the file information in a table. In the screenshot, you can see 4 records, with names 1.pdf, 2.pdf, 3.pdf, 4.pdf, all with the pdf extension, and fields like corresponding path, creation time, and modification time are displayed. There is also an operation column on the right side of the table for removing records that do not need processing.
It is recommended to carefully verify this step. Because batch renaming will affect all records in the list at once, if unrelated PDFs are imported by mistake, they will also be processed together. After confirming that the record count, file types, and paths are all correct, click Next to enter the settings for processing options.
The expected outcome after completing this step is that all PDFs to be processed have been added to the task list without any extra files. This ensures that the subsequent barcode recognition and file name changes will only affect the target PDFs.
Step 3: Set the Search Area to the First Barcode Image
On the Set Processing Options page, you can see two groups of settings: Search Area and Position. The Search Area determines what type of information the software extracts from the PDF content. The options provided in the screenshot include First Line of Text, First Barcode Image, and Text Matched by Custom Formula. Since our naming source is the barcode number, you should choose First Barcode Image.
"First Barcode Image" is crucial here. It tells the software to find the first barcode image in the PDF and read the text corresponding to that barcode. If your PDF page structure is stable, for example, every PDF has a barcode in the upper right corner of the first page, and this barcode is the file number, then choosing this option is very appropriate.
Next, set the Position. In the screenshot, the position options include Overwrite the Entire File Name, To the Left of the File Name, and To the Right of the File Name. In this example, choose Overwrite the Entire File Name, meaning the recognized barcode text will serve as the complete main body of the new file name. For cases where the original file names are just 1, 2, 3, 4, overwriting the entire name avoids preserving meaningless sequential numbers, making the results more standardized.
If you want the file name to retain both the original name and the barcode number, you can choose to append it to the left or right of the file name based on actual needs. However, in scenarios prioritizing archival numbers, direct overwriting usually facilitates better retrieval and sorting.
Step 4: Proceed to the Next Step, Complete Saving Location and Start Processing
After setting the search area and naming position, click Next. Following the interface workflow, the third step is setting the save location, and the fourth step is starting the process. Since the screenshot does not show the specific buttons and options on the save location page, when actually operating, just select or confirm the output location according to the prompts on the software interface.
It is recommended that during formal batch processing, you save the results to a directory convenient for verification, or back up the original files beforehand. This way, even if a file's barcode recognition result is not as expected, you can quickly revert to the original state.
After entering the Start Processing phase, the software will sequentially read the PDFs in the task list, extract the text corresponding to the first barcode image, and generate a new name according to the rule of overwriting the entire file name. After processing is complete, open the output folder to see that the PDF file names have been changed from temporary sequential numbers to barcode numbers.
Frequently Asked Questions and Notes
1. Why choose the First Barcode Image instead of the First Line of Text? Because the target number in this example comes from the barcode, not the first line of the PDF body text. If you choose the first line of text, the software will extract based on text lines, and the result might not be the barcode number.
2. What if there are multiple barcodes in a PDF? The option in the screenshot is the First Barcode Image, so you need to confirm that the first recognized barcode is the one intended for naming. If multiple barcodes in a PDF have different meanings, it's recommended to test with a small sample first.
3. Will the original 1, 2, 3 still be kept in the file name? If you choose Overwrite the Entire File Name, the main body of the original file name will be replaced by the barcode text. The processed file name will be something like 20036655.pdf, not 2-20036655.pdf.
4. Can it still be processed if the number is not displayed below the barcode? Whether you get a correct result depends on whether the barcode image in the PDF is clear, complete, and recognizable. It is recommended to verify the recognition effect with a test file first.
5. What preparations should be made before batch processing? It is recommended to organize the PDFs to be processed into the same folder, delete unrelated files, confirm that the files are not damaged PDFs, and keep an original backup in advance.
Summary: Ensure PDF File Names Are Consistent with On-Page Barcode Numbers
Batch renaming files according to the barcode numbers on the PDF pages can keep file naming consistent with content identifiers, reducing manual verification and typing. For PDF materials that need archiving, retrieval, handover, and uploading, this is a very practical batch office processing capability.
Using HeSoft Doc Batch Tool , you can select Rename PDF Files Using File Content in the File Name category, import the PDFs, set the search area to the First Barcode Image, and choose Overwrite the Entire File Name. Once complete, the software will automatically turn the barcode text in the PDFs into the file names. Next time you encounter a large number of PDFs with barcodes, you don't need to open and rename them one by one; just follow the process in this article for batch processing directly.