This article explains how to use HeSoft Doc Batch Tool to batch create multiple new folders based on an existing template folder, and preserve the original subdirectory structure. It is suitable for scenarios where you need to repeatedly create data directories by dimensions such as year, project, customer, class, or department. By adding a template folder, entering a list of new folder names, setting it to retain only the folder structure and specifying the output location, you can generate a large number of standardized directories at once, reducing the repetitive work of manual copying, renaming, and checking hierarchies.
In daily office work, many data directories are not created just once, but need to be generated repeatedly according to fixed templates. For example, folders like 2001, 2002, 2003, 2004, 2005 need to be created for the same set of business directories every year; each project needs to contain subdirectories like contracts, quotations, drawings, acceptance, and archiving; each customer, class, store, or department needs to use the same folder structure. If you manually copy template folders and rename them one by one, it is not only time-consuming but also prone to missing subfolders, copying to the wrong location, or even bringing along unnecessary old files.
The problem this article aims to solve is: how to batch create many new folders based on an already organized template folder, while preserving the directory structure within the template. The following, combined with screenshots, will introduce how to use the file organization feature in the office software " HeSoft Doc Batch Tool " to complete this type of batch processing task. Its core value is to help users process files and folders in batches, reduce repetitive labor, and turn massive directory creation tasks from manual operations into one-time batch processing.
Applicable Scenarios: When is it Suitable to Generate Folders in Batches Using a Template
"Batch create new folders based on a template folder and retain the directory structure" is suitable for all office scenarios requiring the repeated creation of standard directories. As long as you already have one or more standard folders and wish to generate a batch of new directories with different names but consistent structures based on them, you can use this method.
Common scenarios include:
- Creating archive directories by year: For example, creating 2001, 2002, 2003, 2004, 2005 under three categories of materials A, B, and C, while retaining the original subfolder structure of each category.
- Batch creating project folders: Each project requires fixed directories like "Contracts, Quotations, Requirements, Delivery, Acceptance, Invoices".
- Creating directories by customer or supplier: Generate the same data management structure for multiple customers, facilitating the subsequent storage of Word documents, docx files, Excel sheets, PDF contracts, image attachments, etc.
- Creating work folders by department or personnel: For example, creating unified monthly or annual data folders for departments like Sales, Finance, HR, and Administration.
- Creating archive directories by class, student, store, or region: Especially suitable for batch office tasks with a large number of folders and fixed directory hierarchies.
The common characteristic of these tasks is: the directory structure is already determined, and only the new folder names change. If you still rely on manual copying and renaming, errors are likely when the quantity is large. Using a batch processing tool allows you to complete the "repetitive directory creation" task in one go.
Effect Preview: Template Folder Structure Before Processing
From the screenshot before processing, it can be seen that the template directory in the example is located under the test folder, containing three main folders: A, B, and C. Each main folder has its own subdirectories: Folder A contains A-001, A-002, A-003; Folder B contains B1, B2, B3; Folder C contains C1, C2, C3. This is the directory structure to be preserved when batch creating new folders later.
If handling this case manually, you would typically need to copy A, B, C first, then go into each folder to create 2001 to 2005, and then place the original subdirectories into the corresponding new folders. Although the example doesn't look complicated, once the number of A, B, C increases, or the subdirectory hierarchy deepens, manual operation becomes highly repetitive and high-risk work.
Effect Preview: Batch Generated New Folders After Processing
The processed screenshot shows the output directory is hesoft-output. The software retained the top-level structure according to the original A, B, C categories and batch created the new folders 2001, 2002, 2003, 2004, 2005 under each category. Taking A as an example, 2001, 2002, 2003, 2004, 2005 were generated under A, and each new folder retained the subdirectory structure set of A-001, A-002, A-003.
This result shows that the software does not simply create a few empty folders, but batch copies directory hierarchies based on existing folder templates. For those who need to batch generate project folders, annual archive folders, or customer folders, this method ensures unified directory naming and consistent structure, and makes it convenient to later place files like Word, doc, docx, Excel, PDF, images into the corresponding locations.
Operation Step 1: Enter the File Organization Feature and Select the Corresponding Tool
After opening HeSoft Doc Batch Tool , select "File Organization" in the left function bar. This module is used to handle file and folder organization tasks, such as classifying by rules, classifying by extension, and batch creating new folders based on existing folders.
In the function cards, select "3. Batch create new folders based on existing folders". From the hint in the screenshot, this function is used to "batch copy existing folders many times, and supports customizing the names of the new folders". This precisely corresponds to the requirement of this article: using existing template folders as a basis to batch generate multiple new folders with specified names.
The purpose of this step is to tell the software that the next action is not ordinary file copying or classification by file name, but batch creation of directories based on folder templates. Only after selecting the correct function can you proceed to the subsequent processes of adding template folders in batches, filling in new names, and setting the output location.
Operation Step 2: Add Folders to Use as Templates
After entering the function page, the top of the interface shows the current task as "Batch create new folders based on existing folders". The process bar shows the total steps: Select the records to process, Set processing options, Set save location, Start processing. The first thing to do is select the records to process, i.e., add the folders to be used as templates.
Click the "Add Folder" button in the upper right corner to add the template folders to be processed into the list. In the screenshot, three folders A, B, and C have been added, with paths D:\test\A\, D:\test\B\, D:\test\C\ respectively. The table also shows information like name, path, creation time, and modification time, making it easy for users to confirm if the correct folders have been selected.
The expected result of this step is: all template folders requiring batch directory structure copying appear in the list. If a wrong folder is found, it can be removed via the delete operation on the right side of the table; if reselection is needed, the "Clear" button on the interface can be used to clear the current list before adding again. After confirming the list is correct, click "Next" at the bottom to enter the processing options setting.
Operation Step 3: Set to Keep Only Folder Structure and Fill in the New Name List
After entering "Set Processing Options", there are two setting areas requiring attention. The first is "Ignore all files, keep only the folder structure". As seen in the screenshot, this option is located at the top of the page. Its function is to make the software only copy the directory structure when batch creating new folders, without copying the files from the template directory along with them.
This option is very important for many office scenarios. For example, the template directory might have previously contained Word documents, docx files, Excel sheets, PDF files, or image attachments, but you only want to generate a clean set of new directories now for storing new materials. If you don't want old files brought into the new folders, you should use "Ignore all files, keep only the folder structure". This way, you can retain the directory hierarchy while avoiding copying historical files into new projects or new years.
The second setting area is "New Name List". In the screenshot, the user filled in 2001, 2002, 2003, 2004, 2005, each name on a new line. The software will use these lines as the names for the new folders and apply them in batches to the previously added template folders A, B, and C. That means, 2001 to 2005 will be generated under A, 2001 to 2005 will also be generated under B, and similarly 2001 to 2005 under C.
When filling in the name list, it is recommended to follow these principles:
- Put each new folder name on a separate line, avoid putting multiple names on the same line.
- Make names as concise and clear as possible, such as year, project number, customer name, department name, etc.
- Avoid using special characters not supported by the system to prevent folder creation failure.
- If there are many names, you can organize them in Excel or a text file first, then copy them to the name list.
After confirming the settings for "Keep only folder structure" and "New Name List" are correct, click "Next" to enter the save location setting.
Operation Step 4: Set Save Location and Start Batch Processing
The process bar shown in the screenshot includes the two subsequent steps: "Set Save Location" and "Start Processing". After entering the save location step, select the output directory for the new folders according to the interface prompts. The example processed directory is shown as hesoft-output, indicating the batch generated results were saved to an independent output folder.
It is recommended to set the output location to a new empty directory, or at least a location different from the original template directory. This has two benefits: first, it avoids overwriting or confusing the original template; second, it's easy to check the results after processing. If the output structure is confirmed to be correct, you can then move the results to the formal archive location.
After setting the save location, enter the "Start Processing" step and execute the batch processing. The software will automatically generate directories according to the previously added template folders, the filled new name list, and options like "Keep only folder structure". Upon completion, open the output directory to see the processed folder structure.
Result Check: How to Confirm Directory Creation is Correct
After batch processing is complete, it is recommended to check the results from three levels. First, check if the top-level directories are consistent with the template, for example, whether A, B, C in the example have all been generated. Second, check if the new folder names under each top-level directory are complete, for example, whether 2001, 2002, 2003, 2004, 2005 are all present without omission. Third, expand a few of the new folders to confirm if the subdirectory structure has been preserved, for example, whether A\2001 contains A-001, A-002, A-003.
If you checked or enabled "Ignore all files, keep only the folder structure", you should also confirm that no unnecessary old files were brought into the output directory. This ensures that the new directory is clean, and subsequent new office materials like Word, docx, Excel, PDF, images will not be mixed with old materials when placed inside.
Common Questions and Notes
1. Why do we need to add folders like A, B, C first?
Because they are the template folders to be referenced. The software needs to know which existing folders to base itself on, in order to batch generate new name directories under them and preserve the original subdirectory hierarchy.
2. When is it suitable to use "Ignore all files, keep only the folder structure"?
You should use this option when you only need the directories and do not want to copy the existing files within the template folders. For example, you want to create new annual data directories, project directories, or customer directories, and only need the folder framework without old doc, docx, xlsx, pdf files being copied over.
3. How many entries can be filled in the new name list?
According to the operational logic, the name list supports multi-line input, each line corresponding to a new folder name. In actual use, you can fill in years, project numbers, customer names, etc., according to the office task needs. The more names, the more obvious the time saved by batch processing.
4. Can the output directory be the same as the original directory?
For safety, it is recommended to set it to a separate output directory. This way, even if the names are filled incorrectly, it won't affect the original template folders. After checking and confirming correctness, you can move them to the formal location.
5. Can it still be used when the directory structure is very deep?
The example in this article demonstrates the structure of A, B, C and their subdirectories. For deeper-level template directories, as long as the software can read the corresponding folder structure, it can batch preserve the directory hierarchy according to the design logic of this function. Before actual processing, it is recommended to test with a small number of names first to confirm the result meets expectations.
Summary: Turn Repetitive Directory Creation into a Single Operation with Batch Processing Tools
Batch creating multiple new folders based on a template folder is a very typical office automation need. Manual copying, pasting, and renaming is not only inefficient but also prone to directory omissions, inconsistent naming, and mistaken copying of old files. Using HeSoft Doc Batch Tool , you can use the "Batch create new folders based on existing folders" function in "File Organization" to combine the template folder, name list, and output location, generating a large number of new directories with consistent structure in one go.
If you frequently need to batch create folders by year, project, customer, department, or number, it is recommended to organize a set of standard templates first, then use the method in this article for batch generation. This not only saves a lot of repetitive operating time but also makes team data archiving more standardized, clearer, and maintainable.