When faced with a large number of office files named with numbers, such as PDFs, Word documents, and Excel spreadsheets, storing them all in a single directory makes searching and archiving inefficient. This article introduces a method for automatically grouping files based on the first number in the filename, using the file organization feature of HeSoft Doc Batch Tool to batch-sort files into numbered folders like 0, 3, 4, 5, etc. Users don't need to drag files individually; simply import the files, set the classification by the first number, choose a save location, and execute the process to complete the rule-based organization.
Many enterprises encounter a similar issue when handling electronic archives: downloaded invoice PDFs, customer materials, order attachments, scanned contracts, or system-generated report files often have filenames that are simply strings of numbers. The numbers themselves contain classification clues, but all the files are dumped into a single folder. Over time, the directory becomes very difficult to maintain, and searching relies solely on search functions or visual identification.
If your requirement is to group these files based on the first digit in the filenameāfor example, files starting with 0 go into a "0" folder, and files starting with 5 go into a "5" folderāthen manual drag-and-drop is not recommended. This article will combine operational screenshots to explain how to use HeSoft Doc Batch Tool to group files by the first digit in their names. It is a batch document processing tool designed for office scenarios, with its core value lying in batch file processing, reducing repetitive labor, and improving file organization efficiency.
The example files in this article are PDFs, but the method is not limited to PDFs. As long as the filenames contain recognizable numerical rules, common Word documents (docx, doc), Excel spreadsheets (xlsx, xls), PowerPoint files (pptx), as well as text files, images, and other materials can be categorized using a similar approach.
Applicable Scenarios: Rapid Initial Filing for a Large Number of Numbered Files
Classifying files by the first digit in their filename is essentially a rule-based filing method. It is suitable for situations where filenames follow a unified numbering format but have not yet been sorted into folders. For example, a finance department receiving a large number of invoice PDFs needs a preliminary split by the first digit of the invoice number; a customer service department exporting client attachments needs to group them by the first digit of the client ID; an archivist handling a batch of scanned copies needs to partition them by the first digit of the number before a subsequent review.
If such tasks are handled manually, they usually involve four repetitive actions: checking the filename, identifying the first digit, creating or opening the target folder, and moving the file. The more files there are, the more pronounced the repetitive labor becomes. More importantly, the accuracy of manual file movement decreases as the file count increases, especially when filenames consist of long numbers, making it easy to misread the first digit.
By processing in batches with office software, manual judgment can be converted into software rules. The user only needs to set up the classification by the first digit once, and the software can execute the same rule on all files in the imported list in a batch, making the sorting process more stable.
Effect Preview: All PDF Files Stacked Together Before Sorting
The image below shows the folder's status before processing. As you can see, all PDF files are in the same directory, named with long number strings, such as 019121173839164.pdf, 366984326281532.pdf, 519278340156729.pdf, 988654734623453.pdf, etc.
Although these filenames seem to have a pattern, they appear as just a long list in the file explorer. To classify them by the first digit, the user must check them one by one. For instance, 019121173839164.pdf should go to "0", 366984326281532.pdf to "3", and 428905671234890.pdf to "4". The more files there are, the less efficient manual judgment becomes.
In the context of problems frequently searched for by SEO users, such requirements might be described as how to batch organize PDF files, how to automatically classify files by filename, how to sort files into folders by the starting digit, or how to file by the first digit of a filename. The method in this article is precisely targeted at these office organization scenarios.
Effect Preview: Digit-Named Classification Folders Automatically Generated After Sorting
After processing, folders named with digits appear in the output directory, including 0, 3, 4, 5, 6, 7, 8, 9, and so on. Opening the "0" folder shows that files starting with the digit 0 have been concentrated inside it.
The advantage of this result is its intuitiveness: the originally intermingled files with long numerical names are transformed into a directory structure grouped by the first digit. Whether for subsequent manual review, further subdivision with more rules, or handing a specific group of files to a colleague, everything becomes more convenient. For batch file management, the first round of automatic grouping often significantly reduces the complexity of subsequent tasks.
Step 1: Find the File Sorting Entry Point in the Tool
First, open HeSoft Doc Batch Tool . The software name can be seen in the upper left corner of the interface, with a function navigation bar on the left side. Since this task involves filing and organizing files, not renaming them or converting formats, you need to select the File Organization module on the left.
After entering File Organization, the page displays multiple feature cards related to batch file management. This time, select Organize files by filename. In the screenshot, this feature card is shown as the first item, with a description that reads "Batch organize all files by filename", which aligns with our goal.
The purpose of this step is to enter the correct batch processing flow. After selecting this function, the software will guide the user through subsequent settings in a wizard-style interface. For users unfamiliar with batch organization software, this process is clearer than manual operation in the system's file explorer because each step has a definite processing goal.
Step 2: Add Files to Be Processed into the Task List
After entering the "Organize files by filename" page, you first arrive at the step for selecting records to process. The upper-right part of the page provides two entry points: Add Files and Import Files from Folder. "Add Files" is suitable for selecting a few specific files; "Import Files from Folder" is appropriate for importing a large number of files from a specific directory at once.
In batch organization scenarios, using "Import Files from Folder" is generally recommended. Because the files to be processed are often already gathered in a download directory, scan directory, or temporary working directory, importing the entire folder directly can reduce repetitive selection. After importing, the list displays information such as file name, path, extension, creation time, and modification time for user inspection.
Based on the screenshot, the files in the list have the extension .pdf, and the path is located under a test folder on the desktop. After files are added to the list, the user should focus on checking two points: first, whether all files that need processing have been imported; second, whether any files that should not be processed have been mixed in. If problems are found, single records can be deleted using the operation column, or the list can be reorganized using the clear button.
After confirming the list is correct, click the Next button at the bottom of the page. The software will then proceed to the rule-setting page, which is the key stage for deciding how files will be grouped.
Step 3: Select the Rule to Classify by the First Digit
On the "Set processing options" page, you can see the classification method area. It provides various methods for classifying by filename, such as by the first character, by the first Chinese character, by the first English letter, by the first few characters, by characters within a custom position range, and by a custom regular expression.
This task's requirement is to group files by the first digit in the filename, so the option Classify by the first digit needs to be checked. This option is already selected in the screenshot and highlighted with a red box.
After selecting this rule, the software will locate the first occurring digit in the filename during processing and use that digit as the basis for folder classification. In this example, 019853263272865.pdf will go into the "0" folder, 459655495683431.pdf into the "4" folder, 680234579012345.pdf into the "6" folder, and 933925567021312.pdf into the "9" folder.
It is important to note that classification by the first digit is not identical to classification by the first character. If all filenames begin with pure digits, the results might appear similar; however, if filenames have preceding text, date descriptions, or business prefixes, classification by the first digit is more suitable for finding the numerical identifier. For example, with a filename like Customer_Info-7-Zhang.pdf, the first character is not a number, but the first digit is 7, so the classification logic will revolve around 7.
The letter case conversion area at the bottom of the page is largely unrelated to the digit grouping task, so you can leave it as default. After confirming the rule, continue by clicking Next.
Step 4: Select the Output Location and Execute Processing
Following the step flow at the top of the page, after the rule configuration is complete, you will proceed to Set save location. The save location determines where the generated classification folders will be placed. To protect the original materials, it is recommended to set the output location to a new folder, for example, creating a "Processed Results" or "Classification Results" directory next to the original one. This way, even if re-verification is needed, the original file structure is preserved.
Once the save location is confirmed, you move to the Start processing step. At this point, the software will execute the task in a batch based on the imported list and the selected rule for classification by the first digit. The process does not require the user to move files one by one or to manually create folders for 0 through 9. After the task is complete, simply open the output directory to check the results.
If folders such as 0, 3, 4, 5, 6, 7, 8, 9 appear, and the corresponding files have been moved into their respective directories, it means the batch classification is complete. Using the post-processing screenshot as an example, the "0" folder contains 019121173839164.pdf, 019853263272865.pdf, and 021543537912210.pdf, which aligns with the expectation of classifying by the first digit.
FAQ: What to Confirm Before Using First-Digit Classification
1. If a filename has multiple digits, which one is used for classification?
This function is set to classify by the first digit, so it uses the earliest occurring digit in the filename as the criterion. For example, if a filename contains a date, a number, and a version number, the classification result depends on which digit appears first. It is recommended to check the naming rule beforehand to confirm that the first digit truly is the one you intend to use for grouping.
2. Do I need to create the 0 to 9 folders in advance?
Judging from the post-processing effect, the software generates the corresponding digit folders based on the classification results. Users typically do not need to create each folder manually; they just need to set the classification rule and the save location. Which folders are actually generated depends on which starting digits are present in the file list.
3. Is this method suitable for classifying by the complete ID number?
If you only need a preliminary classification by the first digit, simply choosing "Classify by the first digit" is sufficient. If you want to classify based on a longer segment of the number, such as the first two digits, the first three digits, or characters at a specific fixed position, you should further select from other classification methods provided in the interface. This article focuses on grouping by the first digit and does not expand on other rules.
4. Is there any difference when processing PDF, docx, doc, or xlsx files?
This method primarily relies on filenames, not file content. Therefore, there is no fundamental difference in rules between PDFs, Word's docx and doc, or Excel's xlsx and xls. The key point is whether the filename contains digits usable for classification. If the filenames are chaotic, it is recommended to standardize the names first before executing batch classification.
5. How can I reduce the risk of errors before batch processing?
It is recommended to test with a small sample of files first, checking whether the output folders meet expectations. After confirming the rules are correct, import all files for processing. For important contracts, financial vouchers, and official archives, it is advisable to keep an original backup to avoid difficulties in tracing back due to accidental deletion or misplacement.
Summary: Leave Repetitive Filing to Office Software for Batch Completion
Automatically grouping a large number of files by the first digit in their names is a typical office batch processing requirement. It is not complex, but very time-consuming; it doesn't require highly technical skills, yet it is prone to errors due to manual repetitive operations. After using HeSoft Doc Batch Tool , the user only needs to select "Organize files by filename," import the files, set "Classify by the first digit," designate a save location, and start the processing to quickly obtain a result organized into digit-named folders.
For users who frequently organize PDF invoices, Word documents (docx and doc), Excel spreadsheets (xlsx and xls), scanned copies, or system-exported attachments, this batch file organization method can significantly reduce mechanical operations, freeing up time for more valuable work like auditing, analysis, and filing confirmation. The next time a heap of numbered files piles up, you can directly use this workflow to complete automatic grouping instead of manually dragging and dropping them one by one.