Many orders, waybills, and delivery notes are saved in Word format, yet the file names are only temporary numbers like Barcode(1), Barcode(2), etc. The truly valuable waybill numbers or order numbers are hidden in the barcodes within the documents. This article introduces a more efficient organization method: using HeSoft Doc Batch Tool , batch import Word files, select the option to recognize the first barcode image, and overwrite the recognized number as the file name. There is no need to open each docx individually to copy the numbers, making it suitable for office scenarios that require quick archiving, retrieval, and delivery of large volumes of Word documents.
When a company generates a large number of Word order files, logistics waybills, or shipping documents daily, file naming often becomes a hidden efficiency issue. For example, a batch of downloaded files might be named Barcode(1).docx, Barcode(2).docx, Barcode(3).docx. On the surface, they look neatly ordered, but in practice, you don't know which tracking number corresponds to each file. You have to open the Word document to see the barcode and the number below it in the body table.
If you later need to find files by tracking number, upload them to a business system, send them to clients, or cross-check them with an Excel ledger, these temporary file names will cause a lot of trouble. A more common workaround is to manually open each DOCX file, copy the barcode number, and paste it into the file name. This process is both repetitive and error-prone. This article will introduce how to use the office software HeSoft Doc Batch Tool to automatically identify the barcode numbers in Word files and batch rename these Word files.
Applicable Scenario: Batch organizing Word, DOCX documents containing barcodes
The method in this article is suitable for all scenarios where "the document has a unique number internally, but the file name does not reflect the number." The Word document in the screenshot contains a tabular waybill with fields like Tracking Number, a barcode image on the right, and a string of numbers displayed below the barcode. The processing goal is to use this string of numbers directly as the file name.
In practical office work, common applications include:
- Cross-border logistics documents: Each Word file contains a Tracking Number barcode and needs to be saved by tracking number.
- Order shipping materials: The file body contains order numbers, shipping numbers, or package number barcodes, and you want the file name to match the business number.
- Warehouse printing templates: Batch-generated outbound and inbound orders are saved as DOCX, where the barcode is key for subsequent scanning and verification.
- Client data archiving: The Word files submitted by the other party have non-standard names, but identifiable barcode numbers exist in the body.
Compared to common file name find-and-replace operations, the core of this method is "reading Word content." It doesn't replace characters in the file name but extracts barcode content from inside each Word document and writes the extracted result back to the file name, making it highly suitable for batch processing repetitive documents.
Effect Preview: From meaningless Barcode serial numbers to searchable barcode file names
Before Processing: File names require manually opening the document to confirm
In the screenshot before processing, there are 10 DOCX files in the folder, all named Barcode with a serial number. When Barcode(1).docx is selected, the Word window on the right shows the document's content. You can see a barcode in the document, and the number below the barcode is 734589001256734. This means the file name itself doesn't reflect any business number; the number only exists within the Word body.
If these files are not renamed, finding a specific tracking number later requires opening files one by one to check. If renamed manually, the batch operation is very time-consuming. Therefore, a better way is to let the software automatically identify the barcode in the Word file and generate a new file name using the recognition result.
After Processing: File names match the barcode numbers in the Word documents
In the screenshot after processing, the file list has become a set of numerically named Word documents. For instance, the currently opened file is named 734589001256734.docx, completely corresponding to the number below the barcode in the Word body. Other files have also been renamed to different barcode numbers. After this processing, you can quickly locate the target DOCX document by simply typing the tracking or order number into the folder search box.
Operation Steps: Batch identify the first barcode image and overwrite the file name
HeSoft Doc Batch Tool features a wizard-style operation flow, with clear steps for selecting functions, importing files, setting extraction rules, saving, and starting processing. The following instructions are based on the screenshot sequence.
Step One: Enter the "File Name" category and open the Word content rename function
After opening the software, you can see multiple tool categories on the left, such as Home, Task Flow, All Tools, File Name, Folder Name, File Organization, Word Tools, etc. Since the goal is to modify file names, first select the File Name category on the left.
In the list of file-name-related functions, find 6. Rename Word files using file content. The interface description shows that this function is used to batch-designate certain text from Word file content as the file name for that file. For this case, the "certain text" comes from the numbers recognized from the barcode image. Click this function to enter the processing page.
Step Two: Import the list of Word files to be processed
After entering the function, the page title displays as Rename Word files using file content. The first step is "Select records to be processed." Two main entry points are provided at the top right of the page: Add files and Import files from folder.
If you only need to process a few specific files, you can click "Add files"; if you want to process order Words or waybill DOCX files from an entire folder, it is recommended to click "Import files from folder." After import, the table will list information like file name, file path, extension, creation time, and modification time. The screenshot shows files from Barcode(1).docx to Barcode(10).docx have been imported, indicating the batch task is ready.
On this page, it is recommended to check three key points: first, whether the number of imported files matches expectations; second, whether the path is the folder to be processed this time; third, whether the extension is the Word format that needs processing. Once confirmed, click Next Step at the bottom of the page to enter settings.
Step Three: Select "First barcode image" in the search area
The second step is "Set processing options." Here you decide from which area of the Word document the software extracts content. In the screenshot, the "Search Area" includes three options: First line text, First barcode image, and Custom formula matched text. Since the goal is to use the barcode number as the file name, you should select First barcode image.
The expected result of this setting is: the software will read each Word file, locate the first barcode image in the document, and identify the corresponding number. For document templates with a consistent structure, this rule is especially suitable for batch operations. For example, if every waybill has the Tracking Number barcode placed in a fixed position above a table, the software can process the entire batch of files according to this unified rule.
Step Four: Select "Overwrite the entire file name" to leave only the barcode number
In the "Position" setting on the same page, you can see options like Overwrite the entire file name, On the left side of the file name, On the right side of the file name. In the screenshot, Overwrite the entire file name is selected. This means the original file names like Barcode(1), Barcode(2) will be completely replaced by the recognized barcode number, while the extension will remain as the Word file extension.
If your business requirement is for the file name to display only the tracking number, then "Overwrite the entire file name" is the most concise option. For example, Barcode(1).docx becomes 734589001256734.docx after processing. If the company needs to retain information like the original batch name or customer abbreviation, you can also use other position options provided in the interface to add the recognized content to the left or right side of the file name. However, the final effect in this example is to use the barcode number entirely as the file name.
Step Five: Set the save location and execute batch processing
After completing the processing options, continue by clicking Next Step. As seen from the page flow bar, subsequent steps include "Set save location" and "Start processing." In the save location step, it is recommended to choose a clear output directory based on actual work habits, especially when batch processing important documents; it's best not to mix them directly with the original source materials.
Once you enter "Start processing," the software will process the Word files one by one according to the import list: opening the document content, identifying the first barcode image, extracting the number, and generating a new file name. After processing is complete, go to the result folder to view. You should see that the file names have changed from the original Barcode serial numbers to barcode numbers, achieving the goal of batch archiving.
Frequently Asked Questions and Notes
1. Does the barcode image have to be very clear?
Barcode recognition typically depends on image quality. The barcodes in the screenshots have clear black and white contrast, and the numbers are distinct, making them suitable for recognition. If the barcodes in your Word documents are compressed, distorted, obscured, or of low screenshot quality, it is recommended to test the recognition results with a small number of files first before deciding on batch processing.
2. Why is the processed file name a number and not a barcode image?
File names cannot directly use images; the software identifies the encoded content corresponding to the barcode image and then writes that encoded text into the file name. Therefore, what you finally see is a numeric file name like 734589001256734.docx, not the image itself.
3. If the first line of the Word document also has text, will it affect recognition?
The first line of text will not automatically become the file name; it depends entirely on what you selected in the "Search Area." This article selected the "First barcode image," so the software performs recognition based on the barcode image, not extracting the first line of text. Only when "First line text" is selected will the first line of text be used as the basis for renaming.
4. How to avoid duplicate file names after renaming?
If the barcode numbers in different Word files are exactly the same, there might be a risk of duplicate names. Before formal processing, it is recommended to check the data source to confirm the uniqueness of the barcode number in each document. For business numbers like order numbers and tracking numbers, they should typically be unique, but it is still advisable to process a small batch of samples first for verification.
5. Can it be used for DOC files?
The imported and processed examples in the screenshots are DOCX files. In actual office work, some older documents might be in DOC format; it is recommended to confirm based on the software's import situation and processing results. If compatibility issues arise, you can first organize or convert the older Word documents before batch processing.
6. Why is a backup recommended before batch processing?
Batch renaming affects the naming structure of a group of files. Although it improves efficiency, a fallback space should be retained. Especially when using a new template for the first time, it is recommended to copy a test folder, verify the recognition results, file name format, and save location first, and only process the formal data after confirming they meet the requirements.
Summary: Let office software replace repetitive renaming to improve Word document archiving efficiency
Renaming Word files based on barcodes seems like a small action, but it can consume a lot of time when processing bulk orders, logistics waybills, and warehouse documents. Manual operation is not only slow but also prone to affecting subsequent business due to misread numbers, incomplete copying, or missed files. Using HeSoft Doc Batch Tool , you can turn "reading Word content and modifying file names" into a single batch task.
The workflow demonstrated in this article is: enter the File Name category, select "Rename Word files using file content," import DOCX files, set the search area to "First barcode image," and then select "Overwrite the entire file name." After processing is complete, Word file names automatically change to barcode numbers, making them more suitable for searching, archiving, verification, and system uploads. If you currently have a batch of Word documents containing barcodes, you might as well test with a few samples first, then hand the entire batch over to the software for processing to reduce repetitive labor at the source.