In shipping labels, orders, delivery notes, and similar Word documents, barcodes and Tracking Numbers are often included—but the exported filenames lack any business meaning. This article uses HeSoft Doc Batch Tool as an example to show how to recognize the first barcode image in a Word document as a reference number and batch replace the original filenames, making it ideal for office scenarios that require archiving docx files by tracking number, order ID, or barcode number.
Many enterprises, when handling logistics, warehousing, cross-border orders, or after-sales documents, receive a batch of Word waybill documents. These documents already contain the Tracking Number, order number, or barcode number, but after export, the files are often named with default names like Barcode(1).docx, Barcode(2).docx, Barcode(10).docx. While the files themselves are fine, the file names cannot directly reflect the waybill information, making subsequent searching, verification, sending, and archiving troublesome.
If processed manually, one typically needs to open each Word file individually, look at the number under the barcode, and then manually change the file name. For 10 files, this process is already quite tedious; if hundreds of docx or Word documents need to be processed daily, the repetitive opening, copying, pasting, and renaming will take up a significant amount of time and may cause file name errors due to misread numbers or incomplete copying.
This article introduces a method more suitable for batch office work: using HeSoft Doc Batch Tool to identify the barcodes within the content of Word files and use them as the new file names in batches. This software belongs to the category of document batch processing office software, suitable for delegating repetitive file organization tasks to tools, thereby reducing manual operations and improving file management efficiency.
Applicable Scenario: Managing Word Waybill and Order Files by Barcode Number
The method in this article is suitable for situations where file names have no business meaning, but the Word document contains a barcode or barcode number. Examples include logistics waybill Word files, express waybill templates, order shipment notifications, warehouse entry/exit receipts, customer acknowledgments, repair orders, inspection reports, etc. As long as there is a need to extract the number from the document content to make the file name, one can refer to this process.
The Word document in the screenshot is a document resembling a waybill or order information sheet. The table has a Tracking Number field, with a barcode image on the right side, and the number 734589001256734 displayed below the barcode. This number is clearly more suitable as a file name than Barcode(1).docx, as it can directly correspond to the waybill number or tracking number in the business system.
In batch file management, the file name is the most fundamental index. If the file name is the barcode number, then searching for the number in Windows folders, sorting by name, checking against an Excel list, or uploading to a business system will all be more convenient. Compared to manual renaming, batch barcode identification and automatic naming are more stable and more suitable for large-scale processing.
Effect Preview: File Names Before Processing Are Only Temporary Numbers
Before processing, the 10 Word files in the folder use names like Barcode(1).docx, Barcode(2).docx. The opened Word file on the right shows the barcode number is 734589001256734, but this number is not reflected in the file name. In other words, the user can only know its corresponding Tracking Number by opening the document.
This naming convention is common when documents are first exported but is not suitable for long-term storage. For example, if a customer asks you to send the file corresponding to waybill number 734589001256734, and the folder is full of names like Barcode(1), Barcode(2), you would need to open them one by one to confirm. The more files there are, the higher the search cost.
Effect Preview: File Names After Processing Become Barcode Numbers
After completing the batch processing, the Word files in the folder have been renamed with the barcode identification results. In the example, the opened Word document's barcode number is 734589001256734, and the file name on the left has also been synchronously changed to 734589001256734.docx.
In the processed file list, each file is named with a string of digits. These numbers come from the barcode content within their respective Word documents. In this way, a clear correspondence is established between the file name and the document content, reducing the need for manual verification in subsequent archiving, retrieval, or batch uploading.
Operation Step 1: Find Word Content Rename under File Name Category
After launching HeSoft Doc Batch Tool , first select File Name in the left navigation. Batch processing functions related to file naming are centrally located here. According to the screenshot, you need to click on the 6th function card: Rename Word Files Using File Content.
The key point of this function is using file content. That is, the new file name is not manually entered fixed text, nor simply adding prefixes or suffixes, but is determined by the text or identified content inside the Word document. For this article's requirement, the file content is the number in the barcode image.
Upon entering this function, the software will guide the user through the process using a step bar. As seen in the interface, the entire flow is: select the records to process, set processing options, set save location, and start processing. This flow is suitable for batch file operations, as each step has a clear purpose, allowing the user to perform checks before starting the process.
Operation Step 2: Import the docx Files to be Renamed
After entering the function page, you first need to add the Word documents to be processed into the list. The top right of the interface provides two entry points: Add Files and Import Files from Folder. If the files are scattered in different locations, you can select them using Add Files; if all documents are already placed in the same folder, it is recommended to use Import Files from Folder for higher efficiency.
After importing, the files will appear in the list. The screenshot shows information such as File Name, Path, Extension, Creation Time, and Modification Time. The Name column shows Barcode(1).docx, Barcode(10).docx, Barcode(2).docx, etc., indicating these files are the original Word documents that need batch renaming. The Path column shows they are located in the same test folder, with the extension docx.
Don't rush to the next step at this point. It is recommended to check the file quantity and file paths first. If the list contains files that don't need processing, they can be removed using the operation column. The advantage of batch processing is handling multiple files at once, but the prerequisite is that the import scope is correct. Once the records to be processed are confirmed, click Next at the bottom.
Operation Step 3: Select Identify the First Barcode Image
On the Set Processing Options page, you need to specify where or from which type of content in the Word document the software should extract the file name. The screenshot shows three options for the Search Area: First line of text, First barcode image, and Text matched by custom formula. Since the waybill number is presented as a barcode in the Word document, select First barcode image here.
After selecting this option, the software will read each Word document according to this rule, identify the first barcode image in the document, and use the identification result for subsequent naming. For the waybill template in the screenshot, the area where the Tracking Number is located has only one main barcode, so using the First barcode image is a direct and accurate choice.
On the same page, the position needs to be set. The interface provides options: Cover the entire file name, On the left side of the file name, On the right side of the file name. The goal of this article is for the file name to completely equal the barcode number, so Cover the entire file name should be selected. This way, the processed file name will change from Barcode(1).docx to 734589001256734.docx, rather than appending the number around the original file name.
If your company has its own naming rules, such as wanting to keep the original file name and add the barcode number on the left or right side, you can choose the append position based on the interface options. However, when archiving by waybill number, covering the entire file name is usually cleaner and more conducive to system identification.
Operation Step 4: Confirm Save Location and Execute Start Processing
After setting the identification area and naming position, click Next to enter Set Save Location. The process bar clearly indicates this Set Save Location step, which determines where the processed files will be saved. Batch renaming affects the file management structure, so it is recommended to choose an appropriate save location based on actual needs and confirm before processing.
For important order or waybill documents, it is advised not to directly overwrite the only original copies. Instead, keep the original folder and save the processed results to a new folder. This way, you get the new files named by barcode number and can also trace back to the original documents if needed. Especially when using a batch processing rule for the first time, it is safer to process a small sample batch for confirmation first.
After entering the Start Processing step, execute the batch processing according to the interface prompts. Once completed, open the results folder and check the file names against the barcode numbers in the Word documents. The example results show that the file name 734589001256734.docx matches the barcode number in the document, indicating that automatic identification and batch renaming have been completed.
Frequently Asked Questions and Notes
1. Why choose the first barcode image instead of the first line of text? Because the first line of text in the example Word document is content like OrderID, not the actual waybill number intended as the file name. The real target number is in the barcode image, so the first barcode image should be selected.
2. What if there are multiple barcodes in the Word document? The option in the screenshot is the first barcode image, so you must confirm that the first barcode is the target number. If the template contains multiple barcodes, you need to first check if the document layout is consistent to avoid identifying a non-target barcode.
3. Is it necessary to manually copy the number below the barcode? No. The processing method in this article uses software to identify the barcode image in the Word file and uses the identified content for renaming, avoiding individual copy-pasting.
4. Will the .docx extension be lost from the file name? From the effect diagram, it can be seen that the processed files are still .docx files, for example, 734589001256734.docx. In other words, the file format remains unchanged; what changes is the main part of the file name.
5. What preparations need to be made before batch processing? It is recommended to first place Word files of the same batch and template in one folder and close any related Word documents that might be currently open. Also, check if the barcodes are clear to avoid poor identification results caused by image quality issues.
Summary: Make Word Waybill File Names Directly Correspond to Barcode Numbers
For documents related to waybills, orders, warehousing, and logistics, whether the file name is standardized directly impacts subsequent querying and archiving efficiency. Using the Rename Word Files Using File Content function in HeSoft Doc Batch Tool , the first barcode image in a document can be identified as a number and used to overwrite the original file name in batches.
This method transforms the original workflow of manually opening Word documents, viewing barcodes, copying numbers, and changing file names into a single process of importing, unified setup, and batch processing. For office personnel who need to manage a large number of docx documents over the long term, it can significantly reduce repetitive labor and lower the incidence of file naming errors. It is recommended to first verify the rules with a small number of sample documents in actual work before executing batch renaming on the entire batch of Word waybill files.