When a folder is filled with a large number of files named with fixed prefixes, manually creating folders and moving files one by one can be very time-consuming. This article uses filename prefixes such as LON, NYC, PAR, SYD, TYO as examples to introduce how to use HeSoft Doc Batch Tool to automatically classify many files into corresponding folders based on the first few characters of their filenames. By selecting the file organization function, importing files to be processed, setting the number of beginning characters for classification, then setting the save location and executing the process, you can quickly complete batch archiving, making it suitable for daily office organization scenarios involving TXT, Word, PDF, Excel, and many other file types.
In daily office work, many files are not named chaotically but follow certain rules. For example, customer data might start with a customer ID, logistics documents with a city code, and project documents with a project code. Exported TXT, Word, PDF, and Excel files often adopt similar naming conventions. The problem is that when the number of these files reaches dozens, hundreds, or even more, manually categorizing them remains very troublesome even if the filenames are regular: you need to check the prefix, create new folders, and then cut or drag each file into the corresponding directory, which is time-consuming and prone to errors.
This article addresses exactly this type of problem: batch classifying numerous files based on the first few characters of their filenames. In the example, filenames start with LON, NYC, PAR, SYD, and TYO respectively. We want the software to automatically identify the first 3 characters of the filename and generate or sort them into corresponding classification folders. HeSoft Doc Batch Tool is a batch processing software designed for office scenarios. Its value lies in delegating repetitive file organization tasks to a tool, thereby reducing manual operations and improving file archiving efficiency.
Applicable Scenarios: Which Files are Suitable for Batch Classification by Filename Prefix
Classification by the starting characters of a filename is suitable for all materials with a unified naming convention. For instance, a batch of txt log files starting with city abbreviations, a batch of doc, docx documents starting with department codes, a batch of xls, xlsx reports starting with project codes, or a batch of pdf contracts starting with customer codes. As long as the first few characters of the filename can represent a category, this method can be used for batch organization.
Common scenarios include: first, classifying files by city, store, or warehouse code, such as LON10125384.txt, NYC10212343.txt; second, classifying office documents by department code, such as HR202606.docx, FIN202606.xlsx; third, classifying materials by project number, such as A01_Proposal.pdf, A02_Quotation.doc; fourth, archiving contracts, invoices, images, or scans by customer code. Compared to manually creating folders, batch processing tools are more suitable for office tasks involving a large number of files, clear rules, and the need for repeated execution.
Effect Preview: Files Concentrated Before Processing, Categorized by Prefix After
Before Processing: All TXT Files Mixed in the Same Directory
From the pre-processing screenshot, you can see the folder contains multiple TXT files. The filenames consist of a three-letter prefix followed by a string of numbers, such as LON10125384.txt, NYC1010149.txt, PAR10213147.txt, SYD10148186.txt, TYO10132833.txt. Although you can visually see that prefixes like LON, NYC, and PAR represent different categories, these files are still mixed in the same directory, making searching and counting inconvenient.
After Processing: Classification Folders LON, NYC, PAR, SYD, TYO Automatically Generated
After processing, you can see the files have been automatically classified according to the first 3 characters of their filenames, generating folders like LON, NYC, PAR, SYD, and TYO. When looking for a specific type of file later, you only need to enter the corresponding folder, eliminating the need to filter through a large number of files one by one. This is the core value of batch file organization: automating the repetitive actions of manual judgment and moving.
Operation Steps: Using Office Software to Batch Classify by the First Few Filename Characters
Step 1: Enter File Organization, Select Classify Files by Filename
After opening HeSoft Doc Batch Tool , select "File Organization" in the left function area. On the page, you will see multiple function cards related to file organization, such as classify by filename, classify by extension, etc. This requirement is to categorize based on the starting characters of the filename, so you need to select "Classify files by filename".
The purpose of this step is to first determine the type of batch processing task. Because the logic differs for organizing files by filename, by extension, or by creating new folders from existing ones, selecting the correct entry ensures the software provides the corresponding classification options later.
Step 2: Add or Import Files to be Processed
After entering the "Classify files by filename" function, the interface will display the processing workflow. The first step is "Select records to be processed". Operation buttons like "Add files", "Import files from folder", "Clear", and "More" can be seen at the top right. For a small number of files, you can use Add files; if the files are all in the same directory, using Import files from folder is usually more efficient.
After files are imported, the table below will list the pending records, including details like sequence number, name, path, extension, creation time, and modification time. In the example, 20 txt files have been imported, located in the D:\test directory. After importing, it is recommended to check if the files in the list match the scope of this processing to avoid classifying unrelated files together. If any files were imported by mistake, they can be removed via the operation column, or you can use Clear and then re-import.
Step 3: Set Classification by the First Few Characters and Specify the Number
Click "Next" to enter "Set processing options". In the classification method area, you can see various rules for classifying by filename, including classifying by the first character, by the first digit, by the first English letter, by the first Chinese character, by the last few characters, by characters within a custom position range, and by a custom regular expression. For the requirement in this article, select "Classify by the first few characters".
Enter the number of characters to extract in the quantity input box. The example filenames use LON, NYC, PAR, SYD, TYO as the classification basis, so enter 3 for the quantity. The software will extract the first 3 characters from the filename as the classification name. For instance, LON10125384.txt will be placed in the LON folder, NYC10212343.txt in the NYC folder, and PAR10256596.txt in the PAR folder.
The interface also provides a "Letter case conversion" option at the bottom, including Default, Convert to uppercase, and Convert to lowercase. Keep it as Default in the example. If your filenames mix abc, ABC, and Abc, and you want them to be categorized into the same group, you can choose to unify the case as needed. This helps reduce duplicate classification folders caused by case differences.
Step 4: Set Save Location and Start Processing
After finishing the classification rule settings, continue by clicking "Next" to enter "Set save location". You can see from the progress bar that this function is divided into stages: Select records, Set processing options, Set save location, and Start processing. The save location determines where the classified folders and files will be output. In practice, it is recommended to select an empty directory or a dedicated output directory to facilitate checking the processing results and avoid mixing them with the original files.
After the save location is set, enter "Start processing" and execute the task. The software will read the specified starting characters of each filename according to the previously set rules, automatically create corresponding classification folders, and place the files into the appropriate locations. Once processing is complete, open the output directory to see the folders organized by prefixes like LON, NYC, PAR, SYD, and TYO.
Frequently Asked Questions and Notes
1. How many characters should I set for the quantity?
The quantity should be determined by the length of the prefix used for classification in the filenames. In the example, the filename prefix is 3 English letters, so the quantity is 3. If your filenames start with A001, A002, you might only need to classify by the first character; for department codes like DEPT01, DEPT02, you may need to enter 4, 5, or more. Observe the file naming rules before entering the number.
2. Does this method only support TXT files?
No. The screenshots show processing on txt files, but the logic of "classify by filename" is independent of the file extension. As long as the filenames follow the rules, common office files like doc, docx, xls, xlsx, ppt, pptx, pdf, jpg, png, etc., can all be classified by the first few characters of their filenames. The only difference is the file content; the classification basis remains the filename.
3. What if some filenames are too short?
If some filenames are very short and cannot have the specified number of characters extracted, it is recommended to check the file list before formal processing to ensure naming rules are consistent. Keeping filenames standardized before batch processing can reduce abnormal classification results. For files with non-uniform naming, you can organize or rename them separately before executing the classification.
4. Will original files be overwritten?
Based on the screenshots, we can only confirm this process includes steps for setting the save location and starting processing. During actual operation, it is recommended to set the output location to a new folder and verify the results after processing. For important files, it is best to back up the original directory before performing batch organization. This is a safety habit that should be followed for all file batch processing tasks.
Summary: Reduce Time Spent on Repeatedly Moving Files with Batch Processing
Batch classifying files by the first few characters of the filename is a very practical office file organization method. As long as the filenames contain stable prefixes, HeSoft Doc Batch Tool can automatically identify categories and generate corresponding folders. Compared to manually creating folders and dragging files one by one, batch processing can significantly reduce repetitive work and lower the probability of human errors in placing files into the wrong directory.
If you frequently need to organize large numbers of txt, docx, pdf, xlsx, or other office files, you can follow the steps in this article: enter File Organization, select Classify files by filename, import the files to be processed, choose Classify by the first few characters, enter the quantity, set the save location, and start processing. The next time you encounter a similar file archiving task, you won't need to move files one by one; simply let the office software complete it in a batch.