When multiple projects, years, or clients require the same folder hierarchy, you can first prepare a template directory, then use HeSoft Doc Batch Tool to batch generate new folders. This article uses template directories A, B, and C and a list of new names from 2001 to 2005 as examples to explain how to add existing folders, set ignored files to retain only the directory structure, select the save location, and execute the process, helping users quickly create standardized office document directories.
Many office workers encounter a type of repetitive task: the same folder structure needs to be created over and over. For instance, a project folder consistently contains subfolders for contracts, quotations, designs, deliveries, acceptances, and archiving; an archival directory needs to be established with identical classifications every year; each customer requires a standard set of directories for storing Word documents, docx contracts, Excel lists, PDF scans, and image attachments. While the directory structure itself is not complex, creating dozens or hundreds of them can consume a significant amount of time.
More troublesome is that when manually copying a template folder, old files are often copied along with it. For scenarios where only an empty directory structure is desired, this leads to data clutter: old project doc files appear in a new project folder, or last year's PDFs get mixed into the new annual archive directory. Cleaning this up later takes even more effort. Therefore, what many users truly need is not to copy files, but to batch-copy folder directory structures and generate a set of new folders with specified names.
This article will introduce how to use the office software " HeSoft Doc Batch Tool " to accomplish this operation. It is a batch processing tool designed for office scenarios, suitable for handling numerous file and folder-related tasks. The following example will demonstrate how existing template folders A, B, and C can be batch-expanded into new directories like 2001, 2002, 2003, 2004, 2005, while preserving their original subfolder structures.
Applicable Scenarios: Batch Office Tasks Requiring a Uniform Directory Template
If your work involves the need to create folders that are "structurally identical but differently named," the method described here is appropriate. It's not just about creating empty folders; it generates new directories based on an existing folder template, making it particularly suitable for document management tasks with fixed hierarchical requirements.
For example, administrative or records personnel might need to create folders by year, each containing the same archive classifications; a project manager might need to establish an identical delivery directory for multiple projects; an accountant might need to create directories for invoices, contracts, and account statements for different clients; a training institution might need to create folders for various classes or students. In the past, such work often relied on copy-pasting and manual renaming. With batch processing tools, you only need to prepare a template and a list of names to generate results quickly.
If office files such as Word documents, doc, docx, xlsx, pdf, and jpg are to be stored later, standardizing the directory structure beforehand is very important. Once the directories are standardized, team members can find materials faster and are more likely to form consistent file archiving habits.
Before Processing: The Template Directories Are Already Organized
In the screenshot taken before processing, three template folders are prepared under the root directory 'test': A, B, and C. Inside folder A are A-001, A-002, and A-003; inside folder B are B1, B2, and B3; inside folder C are C1, C2, and C3. These subfolders represent the directory structure to be preserved in the subsequent process.
In actual work, A, B, and C could correspond to different types of data classifications, such as "Contracts, Finance, Deliverables," or different departments, product lines, or business stages. The key point is that these template directories already represent the standard structure you wish to reuse. The software will later create new folders in batch based on these existing ones, rather than requiring you to build everything from scratch layer by layer.
After Processing: Multiple New Folders Generated Under Each Template Directory
The screenshot after processing shows the output directory is 'hesoft-output'. It can be seen that the top-level directories A, B, and C still exist, and under each, the subfolders 2001, 2002, 2003, 2004, and 2005 have been generated in batch. Expanding directory A reveals that its subdirectories like A\2001, A\2002, A\2003 continue to retain the subfolders A-001, A-002, and A-003.
This is the core effect of batch-copying directory structures: new names are generated in batch while the original hierarchy is synchronously retained. Users do not need to manually enter A, B, and C to create 2001 through 2005 respectively, nor do they need to repeatedly copy subfolders. For cases involving numerous years, project numbers, or client names, this method significantly reduces repetitive labor.
Operation Step 1: Find the Batch Create Folders Feature in File Organization
After opening HeSoft Doc Batch Tool , first navigate from the left sidebar to "File Organization". This is the functional area related to folder structures, file classification, and file system information management. Once inside, select "3. Batch create new folders from existing ones" among the feature cards.
In the screenshot, the description next to this feature card states it can copy existing folders in bulk multiple times and supports customizing new folder names. Note that in this context, "copy" mainly refers to copying the folder structure, not necessarily the file contents. Subsequently, by enabling the "Ignore all files, only retain folder structure" option, you can achieve the effect of generating only directories without carrying over old files.
The expected outcome of this step is to enter the dedicated processing page for this feature. The page will guide the user through a wizard to select records, set processing options, designate a save location, and start processing.
Operation Step 2: Add Existing Folders as Template Records
After entering the feature page, the first step is "Select records to process". Click the "Add Folder" button in the upper right corner to add the existing folders intended as templates to the list. In the example, folders A, B, and C are added, with their names and paths (e.g., D:\test\A\, D:\test\B\, D:\test\C\) displayed in the list.
After adding, carefully review the list. The folders selected here determine the source for subsequent batch directory generation. Omitting a template will result in the corresponding category not being generated in the output; selecting the wrong folder might lead the software to create new directories based on an incorrect structure. The interface shows a delete action on the right side of each record for removing single entries; there is also a "Clear" button in the upper right corner for reselection.
Once you've confirmed that template folders A, B, C, etc., have been correctly added, click "Next" at the bottom. The purpose of this step is to provide the template source to the software, preparing for the next phase of batch-generating folders with specified names.
Operation Step 3: Enable Retain Only Folder Structure to Avoid Copying Old Files
Upon entering the second step, "Set Processing Options," the first visible option is "Ignore all files, only retain folder structure". This option perfectly fits the needs of this article. When enabled, the software focuses on the folder hierarchy when generating new directories, without copying files from the template directories into the new ones.
Why is this setting recommended? Template folders might not be truly empty; they could already contain old project files, test files, historical Word documents, docx contracts, Excel tables, or PDF scans. Copying the entire directory directly would bring these old files into the new directories, making subsequent cleanup very troublesome. Selecting to retain only the folder structure results in a cleaner output, suitable for initializing new project, new year, or new client data folders.
Of course, if your actual need is to copy template files along with the structure, you should judge whether to keep the files based on the interface options. But in the common scenario of "batch-creating many new folders and preserving the directory structure," copying only the directories is typically safer.
Operation Step 4: Enter Folder Names Line by Line in the New Name List
On the same page, there is a required field: "New Name List". In the screenshot, 2001, 2002, 2003, 2004, 2005 are entered. Each line represents a new folder name. The software applies these names in batch to the previously added template folders.
Using the example, with three template directories (A, B, C) and five names in the list, the processing will generate 2001 through 2005 under A, under B, and under C, each retaining their original subdirectory structures. This means the user inputs the name list only once to apply it to multiple template folders simultaneously.
When filling in names, you can substitute other content based on business needs, such as:
- Years: 2024, 2025, 2026.
- Months: 01 Month, 02 Month, 03 Month.
- Project Numbers: P001, P002, P003.
- Client Names: Client A, Client B, Client C.
- Regions or Stores: East China Region, South China Region, Beijing Store, Shanghai Store.
Note that special characters not allowed by the Windows file system should be avoided in folder names. To facilitate later retrieval, it is recommended to keep names in a consistent format, such as using four-digit years or project numbers of identical length.
Operation Step 5: Select Output Location and Execute Start Processing
After completing the processing options, click "Next" to enter "Set Save Location". While the screenshot doesn't expand the specific interface for the save location, the progress bar clearly includes this step. Users should follow the software interface prompts to choose a directory for saving the results. The post-processing screenshot in the example shows the final results are in the 'hesoft-output' folder.
It's recommended to set the output location to an independent directory, rather than overwriting the original template directory directly. This way, you can first check if the batch-generated structure meets expectations. If there are errors in the name list or the template selection is incomplete, they can be found and reprocessed promptly without affecting the original folders.
After confirming the save location, proceed to the "Start Processing" step. Based on the added template folders, the configured name list, and the rule to retain only folder structures, the software automatically creates folders in batch. After processing is complete, open the output directory to view the generated results.
Checking Results: Verify Top-Level, Name, and Subdirectory Aspects
After batch processing is complete, it's not advisable to put the results into formal use immediately. It's better to conduct a result check first. You can confirm using the following sequence:
- Check top-level directories: Confirm all template categories like A, B, C have been generated.
- Check new name directories: Confirm that 2001, 2002, 2003, 2004, 2005 exist under each template category.
- Check subdirectory structure: Randomly expand several new folders and confirm that subdirectories like A-001, A-002, A-003 or B1, B2, B3 are retained.
- Check if files were carried over: If the "retain only folder structure" option was enabled, confirm that old files were not copied into the output directory.
Through these checks, you can ensure the batch-created results are ready for subsequent archiving. Especially in team collaboration scenarios, if a directory is generated incorrectly, the cost of correction becomes higher after multiple people add files to it. Therefore, when using a template for the first time, it's advisable to test first with a small list of names before conducting large-scale processing.
Frequently Asked Questions and Notes
1. Why do the newly generated batch folders appear under A, B, and C?
Because A, B, and C are the existing folders added in the first step. The software treats these folders as template records, applies the new name list under them, and retains their corresponding subdirectory structures.
2. What if I only want to generate 2001 to 2005, without A, B, or C?
This article's example is based on replicating the structure using existing A, B, C template directories. If your need is simply to create empty folders, you might need to choose a different, more suitable function. This article focuses on batch creation and hierarchy retention based on template directories.
3. Can the name list be copied from a table?
Judging by the interface, the "New Name List" is a multi-line input area. In actual office practice, you can first organize names in Excel or a text file and then paste them here, one name per line. This is more suitable for large lists of client names, project numbers, or year codes.
4. Will Word, Excel, PDF files be copied?
If "Ignore all files, only retain folder structure" is used, copying files from the template can be avoided, keeping only the directory hierarchy. This is the preferred practice for initializing new data folders.
5. Will the original template folders be modified?
From the functional flow, the software sets a save location and outputs results. For safety, it's recommended to choose an independent output directory and leave the original templates untouched before processing. This way, even if the result doesn't meet expectations, you can readjust parameters and regenerate.
Summary: Using Template Directories to Batch Generate Folders for More Standardized Document Management
Batch copying folder directory structures without copying files is a practical technique for improving office efficiency. It solves the problem of creating large numbers of repetitive directories and is especially suited for standardized document management scenarios involving projects, years, clients, departments, and archives. With HeSoft Doc Batch Tool , users can first add existing template folders, then fill in a list of new folder names, set to retain only folder structures, and finally choose an output location and start processing.
Compared to manual copying and renaming, this method is faster, more stable, and makes it easier to maintain directory standards. If you frequently need to create office folders with the same structure, it is recommended to organize common directory structures into templates and then use a batch processing tool to generate new directories. This not only saves time but also reduces issues of omission, miscopying, and inconsistent naming, making subsequent archiving of Word, docx, Excel, PDF files clearer and more efficient.