When a large number of Word order documents have filenames without business meaning, while barcode numbers are written inside the document content, opening each file manually to rename it can be very inefficient. This article uses HeSoft Doc Batch Tool as an example to explain how to use the "Rename Word Files Using File Content" feature to batch import docx files, choose to recognize the first barcode image, and overwrite the original filenames with the recognized numbers. After processing, the Word files will become barcode number.docx, making them easy to archive, search, and match in the system.
Many enterprises, when exporting orders, delivery notes, logistics documents, or label documents, often find that system-generated Word file names are merely serial numbers or temporary names, such as Barcode(1).docx, Barcode(2).docx. The truly valuable business information is typically hidden within the documents themselves, like barcodes, Tracking Numbers, order numbers, or waybill numbers. For office staff needing to organize these files into the format of "barcode number.docx", manual operation is extremely tedious: open a Word document, find the barcode number, copy the digits, close or switch windows, and then rename the file. After repeating this dozens or even hundreds of times, efficiency is low and error rates are high.
This article introduces a more suitable approach for batch office work: using HeSoft Doc Batch Tool to let the software automatically identify the first barcode image in a Word file and batch rename the files using the identified barcode number as the file name. It is a software designed for batch processing of office documents, with its core value lying in reducing repetitive tasks and helping users process multiple files at once. The following explains the complete steps, based on the actual workflow from the screenshots, from selecting the function, importing Word files, and setting up barcode recognition to completing the batch rename.
Applicable Scenarios: Batch Organization of Order, Waybill, and Label Word Files
If your Word documents have the following characteristics, they are very suitable for the method of batch renaming based on barcodes. First, the number of files is large, and renaming them one by one is noticeably time-consuming; second, the file name itself does not contain a valid business number; third, each Word file contains a target barcode; fourth, you want the final file name to be consistent with the barcode number, facilitating subsequent searching, uploading, or verification.
Typical scenarios include organizing e-commerce shipping documents, archiving cross-border logistics shipping labels, managing warehouse inbound and outbound documents, classifying customer order files, naming product serial number documents, and batch archiving transportation tracking slips. Especially when files need to be uploaded to ERP, WMS, TMS, or other business systems, using the barcode number uniformly as the file name can reduce manual matching costs and lower the risk of uploading the wrong file.
It should be noted that the method in this article is primarily aimed at Word files, i.e., common document formats like docx and doc. The sample files in the screenshots have a .docx extension and retain the .docx format after processing, with only the main part of the file name replaced by the barcode digits.
Result Preview: From Meaningless File Names to Searchable Barcode File Names
Before Processing: File Names in the Folder Have No Direct Relation to Document Content
In the screenshot before processing, the left folder contains 10 Word files named Barcode(1).docx, Barcode(2).docx, all the way to Barcode(10).docx. The opened Word document on the right shows table content, where the "Tracking Number" corresponds to a barcode image, and below the barcode, the digits 734589001256734 are displayed.
In this state, looking only at the folder makes it impossible to know which tracking number or order number Barcode(1).docx corresponds to. Staff must open the file to view its content to complete identification and matching. This is exactly the pain point that the batch renaming tool aims to solve.
After Processing: File Name Directly Displays the Barcode Number
The post-processing screenshot shows that the file names in the folder have been changed to a set of barcode numbers, for example, 734589001256734.docx. The barcode number in the Word document on the right is also 734589001256734, indicating that the renaming result is consistent with the document content. Other files have also been batch renamed to their corresponding barcode numbers.
The advantage after processing is clear: the file name itself becomes an index field. Users can search for the barcode number directly in the folder, sort by file name, import into a system, or manually verify against an Excel order sheet. For Word order documents that require long-term archiving, this naming method is more reliable than temporary serial numbers.
Operational Steps: Batch Renaming Word Documents Using File Content
Step 1: Find the 'Rename Word by Content' Function in the File Name Category
After launching HeSoft Doc Batch Tool , first select "File Name" in the left navigation bar. This category contains various batch processing capabilities related to file names. According to the screenshot, the target function is "6. Rename Word files using file content." It is used to extract specified information from the content of a Word file and use it as the file name.
The key reason for choosing this function is that the barcode number is not in the original file name but within the Word document content. If using a common file name find-and-replace function, it can only process text already in the file name; whereas "Rename Word files using file content" can search for information inside the document, making it more suitable for the scenario described in this article.
Step 2: Add Files or Batch Import Word Documents from a Folder
After entering the function page, the software displays the first step, "Select records to process." On the upper right of the page are buttons for "Add Files" and "Import files from folder." For a small number of scattered files, you can use "Add Files"; for a whole batch of Word documents in a folder, it is recommended to click "Import files from folder" to save time on repeatedly selecting files.
After the files are imported, the list will display information such as name, path, extension, creation time, and modification time. In the screenshot, you can see multiple docx files starting with "Barcode" have entered the list. At this point, you should focus on checking three things: whether the number of files matches expectations; whether the extension is the Word format that needs processing; and whether the path comes from the correct folder. After confirming everything is correct, click "Next" at the bottom.
Step 3: Set the Search Area to the First Barcode Image
After entering "Set processing options," first set the "Search area." The interface has options like "First line of text," "First barcode image," and "Text matched by a custom formula." Because the target information is a barcode, not ordinary text, choose "First barcode image."
The "first" here is very important. It means the software will search for barcode images in the order of the document content and use the first barcode found as the basis for naming. Therefore, before formal batch processing, you should confirm that the first barcode in each Word file is indeed the desired order number, tracking number, or waybill number. If a document contains multiple barcodes and the target is not the first, you need to evaluate whether the document template is suitable for this rule.
Step 4: Choose "Overwrite Entire Filename" as the Naming Position
On the same settings page, you also need to configure where to place the recognition result in the file name. In the screenshot, the "Position" area offers "Overwrite entire filename," "To the left of the filename," and "To the right of the filename." The processing goal in this example is to change names like Barcode(1).docx to 734589001256734.docx, so choose "Overwrite entire filename."
After choosing overwrite, the software will replace the main body of the original file name with the barcode number. That is, the original "Barcode(1)" is no longer kept; the new file name only retains the recognized barcode digits while keeping the Word extension. This results in the most concise file naming, most suitable for archives that need to be retrieved by ID number.
Step 5: Follow the Guide to Set the Save Location and Start Processing
As seen from the flow at the top of the page, the subsequent steps include "Set save location" and "Start processing." After completing the processing options, click "Next," set the save location for the processing results according to the on-screen prompts, and then proceed to start processing. To avoid erroneous operations, it is recommended to save the output results to a new folder, check the processing results first, and then decide whether to replace the files in the original folder.
Once processing begins, the software will batch read the Word files in the list, identify the first barcode image in each file, and write the recognized number into the file name. The final result is a batch of .docx files named by their barcode numbers.
Common Questions and Precautions
What is the relationship between the digits below the barcode and the recognition result?
In the screenshot, the readable digits 734589001256734 are displayed below the barcode, and the file name after processing is exactly this number. For users, they can perform a sample comparison between the processed file name and the barcode number inside the document to confirm whether the recognition meets expectations.
Can all Word files be recognized?
This method is suitable for Word files that contain clear barcode images in the document. If the barcode is clipped, overly compressed, has too low image quality, or if the document has no barcode image at all, it may affect the recognition and naming results. It is recommended to check the template quality before processing and validate with a small number of files first.
Can both .doc and .docx be organized this way?
The screenshots in this article show .docx files. For actual Word documents, users can import the Word formats they need to process based on the software's support. Whether it is .docx or .doc, the core logic is to extract the barcode number from the document content and then rename the file according to the rules.
Plan ahead for duplicate file names
If two Word documents have the same barcode number, processing them may result in identical file names. Before formal batch processing, it is recommended to confirm the uniqueness of the barcode numbers. If duplicates are indeed possible in the business workflow, consider appending other information to the left or right of the file name instead of a complete overwrite.
Why is it recommended to keep a backup of the original files?
Batch renaming can affect multiple files at once. Even if the tool improves efficiency, it is advisable to keep a copy of the original folder or output to a new directory before processing important data. This way, even if inconsistencies in templates or incorrect recognition targets are discovered, you can quickly revert.
Summary: Automatically Archive Word Order Files by Barcode Number
Using the "Rename Word files using file content" function of HeSoft Doc Batch Tool , the barcode numbers in Word documents can be automatically extracted and batch-generate standardized file names. For business data such as orders, logistics, and warehousing, this can significantly reduce the time spent manually opening files and renaming them, and also lower issues like copy errors, missed file renames, and non-standard naming.
If your current folders are still piled high with temporary file names like Barcode(1).docx, Order1.docx, Label2.docx, you can first follow the steps in this article to import a small batch of files for testing. After confirming the barcode recognition and renaming results are correct, process the complete folder in batch, leaving the repetitive tasks to the office software to handle.