When you need to copy a folder template into multiple sets of data directories, manual operations can easily miss subdirectories and consume a lot of time. This article uses HeSoft Doc Batch Tool to demonstrate how to add existing folders, set to retain only the folder structure, input a new list of names, and batch generate multiple sets of directories. It is suitable for high-frequency office scenarios such as data archiving, project initialization, and client folder creation.
In file management, “consistent directory structure” is often more important than individual files. For example, a document template may already contain three categorized directories: A, B, and C, each with corresponding subfolders. Now you need to batch-create multiple sets of project directories named 2001, 2002, 2003, 2004, and 2005. If you manually copy the template folder, you not only have to paste repeatedly but also rename each one. If the template also contains Word, docx, doc, Excel, PDF, or image files, you might also inadvertently bring over old files that shouldn’t be copied.
To solve this type of repetitive work, you can use the file organization feature in “ HeSoft Doc Batch Tool ”. It is a batch-processing software designed for office scenarios, providing folder organization, document processing, and other capabilities. This article focuses on its “Batch create new folders from existing folders” function, which helps users batch-create multiple sets of folders from a template directory and retain only the subdirectory structure when needed.
Applicable Scenarios: Especially Suitable When Standard Document Directories Are Needed
Batch-creating folders while retaining the subdirectory structure is suitable for any task requiring standardized directories, such as:
First, project document initialization. At the start of each project, a unified document directory needs to be established to facilitate storing contracts, meeting minutes, proposals, acceptance documents, etc.
Second, batch customer file creation. When an enterprise has multiple clients, document directories can be batch-created by client name or ID while keeping the internal structure consistent.
Third, annual document archiving. Departments like finance, administration, and HR often store documents by year or month. Using a template directory for batch generation can maintain long-term standardization.
Fourth, multi-department file organization. When different departments use the same directory template, it can reduce issues like arbitrary naming and chaotic structures.
Fifth, directory preparation before document handover. Establishing the target folder structure before actually copying docx, xlsx, pdf, and other files will make subsequent distribution and archiving smoother.
The common pain point in these scenarios is repetition, large quantities, and proneness to omissions. The value of office software lies in turning the repetitive action of folder creation into a single batch process.
Effect Preview: Original Structure of the Template Directory
As seen in the pre-processing screenshot, the original test directory contains three folders: A, B, and C. Inside A are A-001, A-002, A-003; B contains B1, B2, B3; and C contains C1, C2, C3. This means A, B, and C each have their own subdirectory structures.
This type of directory is typically a template folder in an office setting. As long as the template structure is correct, newly generated directories from a batch process can reuse this structure. Compared to manually creating templates on the fly, maintaining a template first and then batch-generating is more suitable for long-term team use.
Effect Preview: Multiple Sets of New Folders Generated in the Output Directory
After processing, a new folder structure appears in the output directory, hesoft-output. A, B, and C still exist as top-level directories, under which new folders named 2001, 2002, 2003, 2004, 2005, etc., have been generated. Expanding some numbered directories under A reveals that A-001, A-002, and A-003 are retained.
This result shows that the software batch-created multiple directory sets using the “template folder + new name list” method. For B and C, although some directories appear collapsed in the screenshot, the hierarchical structure indicates that they also generated numbered folders following the same logic. This avoids repetitive copying and manual renaming.
Steps: Batch Copy Templates and Keep Only Directory Structure
Step 1: Open the Corresponding Function in File Organization
After launching “ HeSoft Doc Batch Tool ”, select “File Organization” from the left navigation bar. The page displays multiple function cards related to file organization, including classification by filename and extension. The function to use this time is “3. Batch create new folders from existing folders”.
The function's description emphasizes two points: it can batch-copy many existing folders, and it supports custom names for the new folders. Therefore, it not only copies the directory structure but also allows new directories to be batch-generated with the names you specify.
Step 2: Add the Template Folders to Be Processed
After entering the function, the process steps are displayed at the top of the page: Select records to process, Set processing options, Set save location, Start processing. The first step requires clicking “Add Folder” to add the existing template directories to the list.
The example shows three records added: A, B, and C. The table displays their paths as D:\test\A\, D:\test\B\, and D:\test\C\ respectively. The software also lists creation and modification times, making it easy for users to verify if the selected folders are correct.
If a wrong folder was added, you can delete the corresponding record in the operations column. After confirming that all folders in the list are the templates whose structures need to be copied, click “Next”. The expected result of this step is that the software now knows which existing folders to use as directory templates.
Step 3: Set “Ignore All Files, Keep Only Folder Structure”
Upon entering “Set Processing Options”, you will see an option: “Ignore all files, keep only folder structure”. If your template folders contain only subfolders and no files, this option helps keep the output directory clean; if the templates contain old Word documents, Excel spreadsheets, PDF files, or image materials, this option is even more important as it prevents old files from being copied to the new directories.
Below on the same page is the “New Name List”. You need to enter the new folder names line by line here. The names in the screenshot are 2001, 2002, 2003, 2004, and 2005. Each line will become a new directory name, and the software will batch-create folders based on these names.
Once this step is set, the final result can be understood as follows: For each template folder, multiple directory sets are generated according to the name list, retaining the subfolder hierarchy from the template. For example, A will generate structures like A\2001\A-001, A\2001\A-002, A\2001\A-003; other template directories will be generated according to their own structures.
Step 4: Select Save Location and Start Processing
Continue by clicking “Next” to enter “Set Save Location”. Although the screenshot does not show the specific save location selection interface, the process title indicates that this step determines where the generated folders will be placed. It is recommended not to overwrite or mix them directly into the original template directory, but to choose a new output folder for easier comparison of before and after results.
After setting the save location, proceed to “Start Processing”. Before executing, it is advisable to double-check the name list, particularly for duplicate names, empty lines, or characters that do not conform to system rules. Start the process after confirming everything is correct. Once complete, open the output directory to see the multiple sets of batch-generated document directories.
Common Issues and Notes
1. Can I copy only folders and not files?
Yes. The screenshot clearly provides the “Ignore all files, keep only folder structure” option. For creating new document directories, it is generally recommended to use this option, resulting in a clean folder framework without bringing over old documents.
2. Can Chinese characters be used for new folder names?
Based on the function's logic, the new name list is used to create folder names, and generally, Chinese characters, numbers, or letters that conform to system rules can be used. In practice, it’s recommended to avoid characters unsupported by Windows folder names, such as slashes, colons, or asterisks, to prevent creation failures.
3. If I add multiple templates like A, B, and C, will they overwrite each other?
In the sample result, A, B, and C are retained as separate top-level directories in the output path, so they won't mix. To further reduce risk, it's advisable to choose an independent output directory and ensure the template names themselves are clear and unique.
4. What should I check before batch processing?
Three checks are recommended: first, verify the template directory structure is correctly organized; second, ensure the new name list is complete and free of typos; third, confirm the save location meets expectations. Batch tools can greatly improve efficiency, but the more accurate the upfront settings, the more worry-free the output results.
5. What is the difference between this method and manual copying?
Manual copying is suitable for a small number of directories, but when there are many names or complex templates, it’s easy to make mistakes. Using a batch processing tool can complete the generation of multiple directory sets in one go, making it especially suitable for naming scenarios like project codes, client IDs, and year-month sequences.
Summary: Quickly Create a Standardized Folder System Using Template Directories
Batch-copying folder templates while retaining the subdirectory structure is a highly practical efficiency method for office file organization. Through “ HeSoft Doc Batch Tool ”, users can select existing template folders, input multiple new names, set to keep only the folder structure, and ultimately batch-generate standardized directories.
If you often need to create folders with the same structure for projects, clients, or annual archives, you no longer need to copy and paste repeatedly. First, prepare a standard template, then use the batch creation function to generate multiple directory sets. This effectively reduces repetitive work and enhances file management efficiency. It’s recommended to test with a few names first before formal batch processing, and expand usage only after confirming the results meet expectations.