The project documents, client files, and annual ledgers often need to use the same set of folder structures. Manually creating directories is not only slow but also prone to hierarchy errors. This article demonstrates how to use HeSoft Doc Batch Tool to take an existing folder as a template, batch create multiple numbered folders such as 2001, 2002, 2003, and retain the original subdirectory structure, helping office staff quickly complete standardized directory setup.
Many office workers encounter this situation: the company already has a standard folder template, but each time a new project, new client, or new year comes along, a copy of the directory structure needs to be made. For example, under category A materials, there are A-001, A-002, A-003; under category B materials, there are B1, B2, B3; under category C materials, there are C1, C2, C3. Now, the same directories need to be created for the numbers 2001, 2002, 2003, 2004, 2005. Doing this manually means constantly creating new folders, copying subdirectories, and modifying names, which is time-consuming and not conducive to unified management.
This article introduces a more efficient method: using the office software " HeSoft Doc Batch Tool " to batch-create new folders based on existing ones. This method is particularly suitable for batch-generating project directories, client directories, annual directories, and monthly directories. It is also suitable for setting up a unified storage structure before organizing Word documents, Excel spreadsheets, and PDF materials.
Applicable Scenarios: Batch Generation for Project, Client, and Annual Directories
Batch-creating folders from a template is not simply about creating several more empty folders; it's about maintaining a consistent directory structure. The following scenarios are all very common:
Project Management: Each project needs a fixed directory, such as proposals, contracts, quotations, acceptance reports, and settlements. When there are many project numbers, using a template for batch creation ensures that each project directory is complete and consistent.
Client Files: Sales or customer service departments need to create a standard information package for each client, containing communication records, contracts, invoicing information, after-sales materials, etc.
Financial Archiving: Each year, month, and account code needs a unified directory for storing data like Excel reports, PDF invoices, scanned copies, and voucher attachments.
Engineering Documents: Different bid sections, buildings, and batches often require the same document directory structure, and manual maintenance is prone to omissions.
Administration and HR: Employee files, training materials, policy documents, and attendance records can also be standardized and created through template directories.
The common feature of these scenarios is: the directory structure is already determined, but many copies need to be created repeatedly. By using a batch processing tool, you only need to maintain one set of templates and then prepare a list of new names.
Effect Preview: Existing Template Directory Before Processing
The directory before processing is shown in the image below. The root directory "test" contains three folders: A, B, and C, each with different internal subdirectories. Folder A contains A-001, A-002, A-003; Folder B contains B1, B2, B3; Folder C contains C1, C2, C3.
This type of structure is very common in practical work. A, B, and C can represent different material categories, different departments, different stages, or different business modules. The key point is that these directories are already organized and can serve as templates for subsequent batch creation.
Effect Preview: Multiple Numbered Folders Generated After Processing
After processing is complete, a new structure has been generated in the output directory "hesoft-output". You can see that numbered folders like 2001, 2002, 2003, 2004, 2005 have appeared under A, B, and C. Expanding 2001, 2002, 2003 under A reveals that they continue to retain the subdirectories A-001, A-002, A-003.
This shows that the software does not simply create empty directories for 2001 through 2005, but generates the directory structure in batches based on the original folder hierarchy. For those needing to establish standard project directories, this result is more controllable and easier to check than manual copying.
Operation Steps: Batch Create New Directories Based on Existing Folders
Step 1: Open the Batch Create Folders Function in File Organizer
After opening " HeSoft Doc Batch Tool ", first select "File Organizer" in the left navigation bar. You will see multiple tool cards in the software interface; the third function is "Batch create new folders based on existing folders". The red arrow in the screenshot points to this function.
The purpose of selecting this function is to have the software enter the processing flow for batch copying folder structures. Its description mentions that it can batch-copy many existing folders and supports customizing new folder names. This directly corresponds to the need to "generate multiple numbered directories from a template directory".
Step 2: Add Folder Records to Serve as Templates
After entering the function page, the first step is to "Select records to be processed". Click "Add Folder" in the upper right corner to add existing folders to the list that will serve as templates. In the example, three folders were added: A, B, C. The table shows the serial number, name, path, creation time, modification time, and an operation column to confirm if the correct ones were selected.
This step is important because the subsequent generated new directories will be based on these folders. If a template directory does not need to be processed, it can be removed via the operation column. After confirming that A, B, and C are all templates needed for batch generation, click "Next" at the bottom.
Step 3: Choose to Keep Only Folder Structure and Fill in the Number List
The second step is to "Set processing options". The screenshot above shows the option "Ignore all files, keep folder structure only". This option is usually very useful for batch-generating project directories. Because many template folders might contain instruction documents, sample Word, docx, doc, Excel, or PDF files, while new project directories often only need the structure, without copying old files.
In the "New name list", enter the new folder names to be generated, one per line. In the example, 2001, 2002, 2003, 2004, 2005 were entered, indicating that these numbered directories will be generated under each template directory.
It is recommended here to organize the numbering rules in advance. For example, project numbers could use P2026-001, P2026-002; monthly directories could use 2026-01, 2026-02; client directories could directly use client abbreviations. Keeping naming conventions unified will make file retrieval easier later.
Step 4: Set the Output Directory and Execute Batch Processing
After completing the name list settings, click "Next" to enter "Set save location". Since batch creation will generate multiple folders, it is recommended to choose a separate output directory. This allows for centralized inspection of the results after processing, and then moving them to the official archive location after confirming correctness.
Next, enter the "Start Processing" step. Before executing, double-check three points: whether the template folders are correct, whether the new name list is complete, and whether the save location meets expectations. After confirming, start processing, and the software will generate directories in batches according to the settings. The processing results can be referenced in the output screenshot above; numbered folders were generated under A, B, and C, retaining their respective subdirectory structures.
Common Questions and Notes
1. Is this method suitable for batch-creating empty folders?
Yes, it is. As long as the "Ignore all files, keep folder structure only" option is selected in the processing options, the output will only contain the directory hierarchy, without bringing in file content from the template. This is very suitable for initializing materials for new projects, new clients, and new years.
2. If the template has multiple layers of subdirectories, can they be preserved?
Judging from the function's meaning and the example results, the software will preserve the existing folder structure. That means subfolders within the template directory will be generated along with the new name directories. For deeper directory levels, it's recommended to test with a small sample first to confirm the results meet specifications before batch processing a large number of directories.
3. How many folder names can be entered into the list at once?
The screenshot demonstrates 5 names, but in actual use, more names can be entered based on business needs. It is recommended to check for duplicate names or special characters not supported by Windows before large-scale processing to avoid issues affecting the generation results.
4. Why is it recommended to output to a new directory?
Outputting to a new directory facilitates verification and avoids confusion with the original templates. Especially when template directories like A, B, C themselves need to be kept long-term, outputting the results to a separate location like "hesoft-output" makes the pre- and post-processing states clearer.
Summary: Leave Repetitive Project Directory Creation to the Batch Processing Tool
The core of batch-generating project directories is replacing repetitive manual operations with a standard template set. Through " HeSoft Doc Batch Tool ", you can first add existing folders, then enter a number list, choose to keep only the directory structure, and finally quickly generate multiple standardized new folders.
For those who frequently organize project materials, client materials, and annual ledgers, this method can significantly reduce repetitive labor. Compared with manual copying, it is more stable, easier to unify naming, and more suitable for batch processing a large number of office folders. It is recommended to first organize common directories into templates, and then use this function to batch-generate them before each new project setup or archiving task.