Many office file names have fixed classification codes at the end, such as city codes, department codes, project numbers, or business types. As long as these classification codes are located in the last few characters before the extension, you can use batch processing tools to automatically group them by the characters at the end of the file name. This article, combined with the operation interface of HeSoft Doc Batch Tool , demonstrates how to archive a large number of txt files by their last 3 characters, and explains the organization approach for files such as docx, xlsx, and pdf.
In the process of organizing files, the most time-consuming part is often not opening the files to view their contents, but rather placing a large number of files into the correct locations according to rules. For example, a batch of txt data files exported from a system, with filenames composed of numeric codes and three-letter English codes: 10102271LON.txt, 10103956PAR.txt, 10166063SYD.txt. Here, the numeric codes are all different, but the suffixes like LON, PAR, SYD, NYC, TYO are the basis for categorization.
If organizing manually, you would need to first identify the last 3 characters of each file and then move it to the corresponding folder. This might be acceptable for 20 files, but for 200 or 2,000 files, manual categorization is not only time-consuming but also prone to errors from misreading characters, leading to files being placed in the wrong directories. To make matters worse, this type of work is often recurring: organizing weekly reports, archiving daily logs, or summarizing monthly contracts or order data can all encounter similar issues.
This article introduces a processing method more suitable for office scenarios: using HeSoft Doc Batch Tool and its "Classify Files by Name" feature to group numerous files based on the last few characters of their filenames. Although the screenshots demonstrate this with txt files, the same approach applies to common office files like doc, docx, xls, xlsx, pdf, and csv, as long as the file naming convention is consistent.
Applicable Scenarios: Best Suited for Batch Organization When Filenames End with Classification Codes
Classifying by the last 3 characters of a filename is not limited to a specific industry. Any data where files contain fixed codes in their names can consider this method. For instance, in cross-regional business, file suffixes like LON, NYC, PAR might represent different cities or stations; in project materials, suffixes like P01, P02, P03 might represent project groups; in exported financial files, suffixes like 001, 002 might represent accounting books or departments.
The common characteristic of such files is that the filenames themselves provide the classification rules. Users do not need to open each file to check its content or categorize by file type; instead, they directly extract the characters of a specified length from the end of the filename to use as folder names. Compared to classifying by extension, classifying by the ending characters is more suitable for organizing by business dimension; compared to manual dragging and dropping, batch processing is more stable and time-saving.
When batch processing files using office software, it is very important to first determine if the files are suitable for automation. You can try the method in this article if two conditions are met: First, the classification code position for all files to be processed is consistent, always at the end of the filename; second, the length of the classification code is consistent, for example, all are 3 characters. The files in the screenshots exactly meet these two conditions, allowing for a one-time classification and archiving process.
Preview of Results: Before Processing, Classification Information is Hidden at the End of Filenames
Before processing, files are stored centrally in a single directory. The left side of the filename is the number, the end is a three-letter English code, and the extension is txt. Although each file's category can be seen from its name, the lack of separate folders makes actual searching and subsequent management inconvenient.
As seen in the screenshot, the red highlights emphasize the classification characters at the end of the filenames. For example, LON, PAR, SYD, NYC, and TYO are distributed among different filenames. At this point, if someone needs to pick out all PAR files, they must visually scan the filenames line by line; if they also need to separately organize LON, NYC, SYD, and TYO, the repetitive work multiplies.
This situation is very common in text logs, order details, bulk downloaded attachments, and customer data packages. It's not that the files lack rules, but rather that the rules have not been translated into a folder structure. The operational goal of this article is precisely to convert filename rules into a visual directory structure.
Preview of Results: After Processing, Directories are Generated for LON, NYC, PAR, SYD, TYO
After processing, the files will form corresponding classification directories based on the last 3 characters. The output result in the screenshot has become multiple folders, including LON, NYC, PAR, SYD, TYO. The name of each folder matches the classification code at the end of the filename, and users can open the respective folder to view files of the same category.
This organized result offers several obvious benefits: First, searching is faster, as there is no longer a need to filter through a pile of files; second, the directory structure is clearer, suitable for handovers, sharing, and backups; third, the classification rules are unified, avoiding inconsistencies caused by manual judgment. For users who frequently need to organize documents, spreadsheets, PDFs, or text files, this batch archiving method can significantly reduce repetitive work.
Steps: Batch Archiving Files by the Last 3 Characters of the Filename
Below, combining interface screenshots of HeSoft Doc Batch Tool , the complete process from selecting a feature to setting up rules is explained. This software is positioned for the batch processing of office documents and files, suitable for centralizing repetitive, rule-based file operations.
Step 1: Open "Classify Files by Name" in File Organizer
After launching HeSoft Doc Batch Tool , first look at the left navigation bar. The left side of the interface has entries for Home, Task Flow, All Tools, File Name, Folder Name, File Organizer, Word Tools, Excel Tools, PowerPoint Tools, PDF Tools, Text Tools, Image Tools, etc. This task involves file archiving and organization, so select File Organizer.
After entering File Organizer, the page will display multiple function cards. According to the screenshot, the first item is "Classify Files by Name." This feature name corresponds perfectly to the requirement of this article: not by extension, nor by creation date, but by establishing categories based on character rules within the filename.
After clicking "Classify Files by Name," the software enters the specific task page. At this point, it is recommended to clarify your classification rules: in this example, it's not by the first character or the first number, but by the last 3 characters of the filename. Thinking the rules through in advance can help avoid selecting the wrong classification method later.
Step 2: Import the Files to be Classified and Verify the List
After entering the task page, the first step is to select the records to be processed. The upper right area of the page shows buttons like Add File, Import Files from Folder, Clear, More, etc. If files are scattered in multiple locations, you can select them using Add File; if they are concentrated in one directory, using Import Files from Folder is more suitable for batch organization.
Once imported, the software will list the file inventory. The table in the screenshot includes columns for Sequence Number, Name, Path, Extension, Creation Time, Modification Time, and Actions. This information allows you to confirm whether the files were imported correctly and if there are any files that should not be processed.
In the example, 20 records were imported, all with the txt extension. The names listed include 10102271LON.txt, 10103956PAR.txt, 10109610PAR.txt, 10166063SYD.txt, 10179839NYC.txt, etc. Their common pattern is that the last 3 characters before the extension are the classification code. After confirming this, you can click the "Next" button at the bottom to enter the processing options settings.
A practical tip here: before batch processing, don't just look at the quantity; also spot-check a few filenames. Especially when importing files from a folder, the directory might also contain temporary files, instruction files, or files with non-standard naming. If these files are also added to the task list, unexpected folders may appear in the final classification result.
Step 3: Select "Classify by Last Few Characters" and Enter 3 for the Count
On the settings page, the most critical part is the classification method. As seen in the screenshot, the software provides multiple selectable rules, including Classify by First Character, Classify by First Digit, Classify by First English Letter, Classify by First English Letter or Chinese Character, Classify by Starting Characters, Classify by Last Few Characters, Classify by Characters in a Custom Position Range, and Classify by Custom Regular Expression, among others.
Since the classification code in this example is located at the end of the filename and has a length of 3, you should select "Classify by Last Few Characters" and enter 3 in the number input box. After this setting, the software will use the last 3 characters of each filename as the basis for classification.
For instance, 10102271LON.txt would be identified as type LON, 10103956PAR.txt as type PAR, and 10166063SYD.txt as type SYD. After processing, these classification values will correspond to the folder names in the output results.
This page also offers a letter case conversion setting, with options including Default, Convert to Uppercase, and Convert to Lowercase. The screenshot leaves it at the default setting. In actual use, if filenames might contain different capitalizations like par, PAR, and Par, you may consider unifying the case to ensure that files of the same category go into the same folder. If your business needs to distinguish between cases, it would be more appropriate to keep the default setting.
Step 4: Set the Save Location and Start Batch Processing After Confirmation
After completing the processing option settings, continue by clicking "Next." The wizard's top section indicates that the subsequent steps are "Set Save Location" and "Start Processing." The choice of save location affects where the final folders will be generated, so it is recommended to select an output directory that is convenient for verification. For important files, it's advisable not to output results directly into a cluttered directory, but rather to create a dedicated archive directory.
Before starting the process, double-check that the rules are correct: Is the classification method set to "Classify by Last Few Characters"? Is the count set to 3? Are all the files in the list the ones you intend to organize? Once confirmed, follow the page prompts to start processing. The software will complete the batch classification according to the rules, placing files into corresponding folders like LON, NYC, PAR, SYD, and TYO.
After processing, you can open the output directory for a spot check. It is recommended to open a few classification folders and check if the endings of the filenames inside match the folder name. For example, the LON folder should mainly contain files ending with LON, and the PAR folder should contain files ending with PAR. After a successful spot check, these directories can be used for subsequent archiving, compression, uploading, or sharing.
Frequently Asked Questions and Important Notes
1. What if I want to classify by the last 2 or 4 characters?
Simply change the count to the corresponding number. Enter 2 for the last 2 characters, and 4 for the last 4 characters. The key is that the classification code length for all files to be processed must be consistent; otherwise, automatic classification may not achieve the expected results. For example, if some files end in BJ (two characters) and others in LON (three characters), it is not suitable to process them all at once using the same count.
2. Does having different file extensions affect "Classify by Name"?
"Classify by Name" primarily relies on character rules within the filename. In the screenshot example, all extensions were txt, so the result was most intuitive. If a batch of files includes docx, xlsx, pdf, and txt at the same time, they can still be organized using the same approach, provided the main part of the filename ends with a consistent classification code. However, before formal processing, it is recommended to do a small-scale test or carefully review the list.
3. What if similar codes appear in the middle of the filename? Will it misjudge?
This example uses the "Classify by Last Few Characters" option, so the software focuses on the position at the end of the filename, not characters appearing in the middle. As long as the count is set correctly, it will extract the specified length from the end. If the classification code is not at the end but at a fixed position, you should consider other rules provided in the interface, such as "Classify by Characters in a Custom Position Range."
4. Why is it necessary to verify the file list before processing?
The advantage of batch processing is handling many files at once, but this also means that any error in the rules will be quickly amplified. Verifying the file list can help identify issues early, such as import errors, naming anomalies, or unexpected file extensions. Especially when processing important office files like contracts, financial spreadsheets, or customer data, a pre-execution check is a necessary step.
5. Do I need to manually create folders like LON, PAR first?
From the post-processing effect, you can see that classification folders like LON, NYC, PAR, SYD, and TYO have already appeared in the results directory. The user's focus should be on importing files and setting the classification rules. For easier management, it is advisable to output to a clear save location and then check the contents of each folder after the process is complete.
Summary: Turning Filename Rules into a Directory Structure for More Efficient Office Organization
When filenames end with fixed classification codes, batch categorizing by the last few characters is an efficient, clear, and repeatable file organization method. This article demonstrated the complete process using HeSoft Doc Batch Tool : enter File Organizer, select "Classify Files by Name," import the files, choose "Classify by Last Few Characters," enter 3 for the count, then set the save location and start processing.
This method can automatically organize a large number of txt files originally mixed in a single folder into classification directories like LON, NYC, PAR, SYD, and TYO. For docx documents, xlsx spreadsheets, pdf materials, csv data, and other standard-named office files, the same approach can be used for batch archiving. It is recommended that the next time you face a large number of files needing classification by naming rules, you avoid manual drag-and-drop and instead use a batch processing tool to set the rules and let the software handle the repetitive work.