Many logistics orders, purchase orders, and outbound orders are saved as Word documents, but the file names are merely temporary names like Barcode(1).docx or Barcode(2).docx, making subsequent searches and archiving very troublesome. This article explains how to use HeSoft Doc Batch Tool to automatically identify the first barcode image from the content of Word files and batch rename the files using the recognized barcode numbers as the new file names, suitable for bulk organizing scenarios involving docx, doc, and other Word files.
In daily office work, many enterprises save logistics waybills, order information, outbound records, and after-sales documents as Word files. These documents often contain barcodes or the numbers below the barcodes, such as tracking numbers, order numbers, or shipment IDs. However, the file names remain default titles like Barcode(1).docx, Barcode(2).docx, Barcode(3).docx. When there are only a few files, you can open them one by one to check and manually rename them. But when you encounter dozens or hundreds of docx or doc files, repeatedly opening, copying numbers, and renaming becomes very time-consuming, and it is also easy to copy incorrectly, miss changes, or overwrite files.
The problem this article aims to solve is clear: automatically identify barcodes in Word files, and batch rename the Word files using the recognized barcode numbers as file names. As seen in the screenshot, this operation uses the office software HeSoft Doc Batch Tool . Its focus is not just editing a single document, but batch file processing, helping users reduce repetitive work and improve document organization efficiency. The following will combine before-and-after processing results and software operation screenshots to illustrate how to complete batch renaming.
Applicable Scenarios: Which Word Files Are Suitable for Batch Renaming by Barcode
If your Word documents contain barcode images, and the barcode represents a unique business number, then this method is very suitable for organizing files. Typical scenarios include logistics waybills, express delivery labels, order confirmation forms, warehouse outbound orders, shipment invoices, product labels, after-sales repair sheets, and inspection report covers. In terms of file format, the screenshot shows processing of .docx files; in actual office work, users often encounter documents in different names or formats like Word, docx, doc, and the core requirement is to extract identifiable numbers from the file content for batch naming.
The benefit of this naming method is straightforward: the file name is the business number, so you don't need to open the Word file to search; files can be sorted by barcode number during archiving; and it is easier to match with numbers in Excel ledgers, ERP systems, and logistics systems. For positions that need to manage documents by waybill number, order number, or tracking number, batch automatic renaming is more reliable than manual renaming.
Result Preview: Default Names Before Processing, Barcode Numbers After
First, look at the file status before processing. The left folder contains 10 Word documents named Barcode(1).docx through Barcode(10).docx. The Word document opened on the right shows table content, where the location corresponding to Tracking Number has a barcode image, and the number 734589001256734 is displayed below the barcode. This means the correct number already exists in the file content, but it is not yet reflected in the file name.
Now look at the result after processing. The documents in the folder have been batch renamed to different barcode numbers, such as 904567812349025.docx, 895612347890123.docx, 734589001256734.docx, etc. The barcode number in the Word document opened on the right is still 734589001256734, and the corresponding file name on the left has also become 734589001256734.docx. This shows the software read the barcode information from the Word content and used it as the new file name.
This effect is particularly suitable for batch archiving: users do not need to open documents one by one to check numbers, nor manually copy and paste. As long as barcodes can be recognized, file names can be uniformly changed to barcode numbers, facilitating subsequent retrieval, uploading, handover, and backup.
Operation Steps: Rename Word Files Using File Content
Step 1: Enter the "File Name" category and choose to rename Word files using file content
After opening HeSoft Doc Batch Tool , select File Name in the left function category. This category contains various functions related to file name processing, such as finding and replacing file name keywords, inserting text, adding prefixes and suffixes, etc. According to the screenshot, the function to use this time is item 6: Rename Word files using file content. The function description shows that it can batch-use certain text from Word file content as the file name.
The key here is: we are not renaming based on the original file name rule, but based on the content inside the Word document. For documents containing barcodes, the recognized barcode number can be used as the naming source. Selecting this function starts the batch processing workflow.
Step 2: Add the Word files to be processed or import from a folder
After entering the function page, the top displays the current function as Rename Word files using file content. The page uses a step-by-step process, and the first step is "Select records to process". The screenshot shows two entry points at the top: Add Files and Import Files from Folder. If you are only processing a few specific documents, you can use Add Files; if a folder contains the docx files you need to process, using Import Files from Folder is more convenient.
After the files are imported, the list displays the sequence number, name, path, extension, creation time, modification time, and an action column. In the screenshot, multiple files like Barcode(1).docx, Barcode(10).docx, Barcode(2).docx have been imported, with paths located in a desktop test folder and the extension docx. After confirming the file list is correct, click Next Step at the bottom of the page to enter the processing options settings.
The purpose of this step is to tell the software "which Word files to process". The expected result is that all Word documents needing renaming appear in the list. If files that should not be processed are imported, you can remove the corresponding records in the action column; if files are missed, you can continue adding or re-import from the folder.
Step 3: Set the search area to "First barcode image"
After entering the second step, "Set Processing Options", you need to specify which part of the Word document content to extract. The "Search Area" in the screenshot provides multiple options, including First line of text, First barcode image, Text matched by custom formula. Since the goal of this article is to identify barcodes in Word, you should select First barcode image.
This option is very suitable for situations where barcodes are located in the document body, tables, or label areas. The software will, based on this setting, find the first barcode image from the Word file and use the recognized barcode content for subsequent naming. For the waybill style in the screenshot, the barcode is located to the right of Tracking Number, with a numerical code below it, so selecting "First barcode image" meets the actual need.
Step 4: Set the naming position to overwrite the entire file name
The "Position" area at the bottom of the same page determines how the recognized content is written into the file name. Three options are visible in the screenshot: Overwrite the entire file name, To the left of the file name, To the right of the file name. In this example, Overwrite the entire file name is selected, meaning the recognized barcode number directly replaces the original names like Barcode(1), Barcode(2).
After selecting to overwrite the entire file name, the original file name body is replaced by the barcode number, but the file extension is retained. For example, if the original file was Barcode(1).docx, and the barcode number 734589001256734 is recognized, the processing result is 734589001256734.docx. This naming is the most concise and most convenient for future searches by number.
If your business requires retaining the original file name, you can also place the recognized content to the left or right of the file name based on the position options provided on the page; however, judging from the processing results shown in the screenshot, this case adopted the method of completely overwriting the file name.
Step 5: Continue to set the save location and start processing
The workflow prompt at the top of the page indicates there are two subsequent steps: "Set Save Location" and "Start Processing". After completing the settings for the barcode search area and file name position, click Next Step at the bottom, follow the page prompts to set the save location for the processed files, and then proceed to the start processing stage. Since this is a batch renaming operation, it is recommended to confirm the file list and save location before formal processing, to avoid mixing test files with official files.
After processing is complete, open the output folder to see the results. Combined with the after-processing screenshot, the Word files originally named by Barcode sequence number have become docx files named by barcode number. At this point, you can spot-check any file; the file name should match the barcode number inside the document.
Common Questions and Precautions
1. Why is it recommended to test with a few files first
The position, clarity, and quantity of barcodes may vary across different Word templates. When using for the first time, it is recommended to select 3 to 5 representative files for testing. After confirming the recognition results meet expectations, proceed to process the entire batch of documents. This can reduce the risk of batch file names not meeting expectations.
2. What if a Word file contains multiple barcodes
The screenshot shows the selection "First barcode image", which means the software will identify the first barcode according to this rule. If your document contains multiple barcodes, you need to confirm whether the first barcode is the number to be used as the file name. If not, it is recommended to organize the template first or choose a more suitable extraction method based on your business rules.
3. Pay special attention when barcode numbers are duplicated
File names typically cannot be completely duplicated within the same folder. If multiple Word documents have the same barcode number, naming conflicts may occur. Before batch processing, confirm whether barcode numbers are unique, especially for order copies, re-downloaded waybills, or test data.
4. It is best to keep a backup of original files before processing
Batch renaming will affect multiple files at once. Although this type of office software can significantly improve efficiency, before formally processing business data, it is still recommended to keep a backup of the original folder or save the processing results to a new location for easier rollback when needed.
Summary: Naming Word Files by Barcode Makes Batch Organization More Efficient
Batch renaming Word files according to their internal barcode numbers can transform the originally tedious process of "open document, find number, copy number, modify file name" into a single batch operation. Through the "Rename Word files using file content" function in HeSoft Doc Batch Tool , users only need to import docx files, select "First barcode image", and set "Overwrite the entire file name" to convert barcode numbers into clear, searchable file names.
If you are organizing a large number of logistics waybills, order documents, or Word materials with barcodes, it is recommended to first test the recognition effect with a small batch of files, and then batch process the entire folder after confirming it works correctly. This not only reduces the repetitive labor of manual renaming but also improves the accuracy of file archiving, searching, and handover.