Folder names often include random numeric codes or temporary labels, and manually editing them one by one during post-organization wastes a lot of time. This article uses bulk finding of three-digit numbers and replacing them with -TEST as an example to introduce how to use the folder name find-and-replace feature in HeSoft Doc Batch Tool , applying formulas and fuzzy text search with regular expression rules to achieve fast, unified, and controlled renaming of multiple folders.
Naming folders may seem like a minor issue, but in actual office work, it affects data retrieval, project delivery, team collaboration, and subsequent automated processing. This is especially true when a batch of folder names contains different numerical identifiers, making it very cumbersome to unify them later. For example, suppose folder names are INV4X812, ORD7A293, PO9C376, and you now want to change the last three digits to -TEST. If you rename them one by one by right-clicking, you need to repeat actions like selecting, editing, deleting numbers, entering the suffix, and confirming. The more folders there are, the more time-consuming it becomes.
This article will introduce a method more suitable for office scenarios: using the batch folder name processing capability of HeSoft Doc Batch Tool , through the "Find and Replace Keywords in Folder Name" function, combined with formula-based fuzzy text search, to achieve batch fuzzy modification of multiple folder names. You don't need to enter each identifier separately; just use a rule to match a sequence of three digits, and you can replace them all at once.
Applicable Scenario: Folder names differ, but the parts to be modified share a common pattern
The core prerequisite for batch fuzzy modification of folder names is that although these folder names are not exactly the same, the part that needs processing shares a common pattern. The case study in the screenshot is very typical: each folder name starts with a combination of letters and numbers and ends with a sequence of three digits. The beginning part needs to be preserved, while the last three digits need to be replaced.
If the content to be modified is completely identical, for example, if all folder names contain the word "temporary," then using an exact find is sufficient. However, if the numbers in each folder name are different, exact finding is not efficient. In this case, you can use fuzzy rules similar to regular expressions, such as \d{3}, to represent a sequence of three digits. This allows you to cover multiple different identifiers simultaneously.
This method is suitable for the following situations:
- Batch replacing three-digit serial numbers in folder names with a unified suffix.
- Organizing test directories by changing random numbers or serial numbers into recognizable identifiers.
- Cleaning up historical files by replacing old identifiers with new project markers.
- Standardizing the naming of folders for clients, orders, contracts, samples, invoices, and other materials.
- Unifying parent folder names before batch processing office documents like Word, Excel, PDF, etc.
As office software, HeSoft Doc Batch Tool centralizes file, folder, and common document type processing capabilities. For repetitive tasks like batch renaming, using tools to process based on rules is more suitable for large-scale office work than manual operation.
Preview of Results: What needs replacement before modification are the ending digits
Below is a preview image before processing. As you can see, all 5 folder names contain a three-digit number, which is located at the end of the name. The red highlighting indicates the part that needs to be processed this time.
The original folder names include:
- INV4X812
- ORD7A293
- PO9C376
- REQ8F194
- SO2D705
The common pattern of these names is the sequence of three digits at the end. We don't need to care whether the specific number is 812 or 705; we only need the software to recognize the category of "a sequence of three digits." Once set up this way, the software can treat the different numbers in different folders as the same type of target for replacement.
Preview of Results: After modification, they uniformly become the -TEST suffix
The processed result is shown in the image below. The original last three digits have been replaced with -TEST, while the main part of the name is retained.
The processing results include:
- INV4X812 becomes INV4X-TEST
- ORD7A293 becomes ORD7A-TEST
- PO9C376 becomes PO9C-TEST
- REQ8F194 becomes REQ8F-TEST
- SO2D705 becomes SO2D-TEST
This is precisely the value of fuzzy match batch replacement: it does not mechanically append text to all folders, but first finds the local content that conforms to the rule, and then replaces it with the target text. Therefore, useful business identifiers in the folder names are not overwritten.
Operation Step 1: Open the folder name module and select Find and Replace
First, open HeSoft Doc Batch Tool . On the left side of the main interface, select Folder Name. Since the software also includes multiple categories like File Name, File Organizer, Word Tools, Excel Tools, PowerPoint Tools, and PDF Tools, be careful to select the correct processing object here. This example deals with folder names, not filenames like docx, doc, xlsx, pptx, or pdf.
After entering the folder name module, click Find and Replace Keywords in Folder Name. In the screenshot, this function is located in the first card position and is highlighted.
The reason for choosing this function is that the current task requires "finding a segment of content in the name and replacing it with another piece of content." If you choose "Add Prefix and Suffix to Folder Name," you can only add text to the original name without removing the original numerical identifiers; if you choose "Delete Text from Folder Name," it might only allow deletion without replacing with -TEST. Therefore, Find and Replace is the function that better meets the objective.
Operation Step 2: Add folders to the processing list
After entering the function page, the first step is to select the records to be processed. Click the Add Folder button in the upper right corner of the page to add the folders you want to rename to the task list. In the screenshot, you can see that the added folders are displayed in a table format.
The table contains information such as serial number, name, path, creation time, modification time, and actions. The example shows that 5 folders have been added, with all paths displayed under D:\test\. The bottom summary shows a record count of 5. The purpose of this list is not only to display the processing objects but also to serve as a basis for verification before execution.
In actual operation, it is recommended to especially check three points:
- Is the name correct: Confirm that these folders are indeed the objects you intend to batch rename.
- Is the path correct: Avoid mistakenly selecting folders with the same or similar names in other directories.
- Is the quantity correct: Confirm that the number of records matches expectations to prevent omissions or excess selections.
The efficiency of batch processing comes from operating on multiple records at once, but it also requires users to confirm the scope before execution. Extra caution is needed, especially when folders contain important project materials, contracts, financial forms, Word documents, Excel data, or PDF deliverables.
Operation Step 3: Use formula fuzzy text search to match identifiers
After confirming the processing list, click Next Step at the bottom of the page to enter the Set Processing Options section. In the Find method selection, choose Use formula for fuzzy text search. In the screenshot, this option is already selected and marked with a red box.
Enter \d{3} in the List of keywords to find. Here, \d can be understood as a digit, and {3} means appearing 3 times consecutively, so the entire rule represents a sequence of three digits. For the folder names in this example, it will match 812, 293, 376, 194, 705.
Enter -TEST in the List of replacement keywords. This means finding three-digit numbers and replacing them with -TEST. Because the replacement content includes a hyphen, the final result will form a structure like INV4X-TEST.
This step is the key to the entire batch renaming task. The more accurate the rule is written, the more the processing results will meet expectations. If your folder names contain three-digit numbers in more than one place, you need to first consider if there will be false matches. For example, AB123CD456 has two groups of three-digit numbers, and simply using \d{3} might not be precise enough. In the screenshot case, each name has only one group of three-digit numbers at the end, so this rule can be used directly.
Operation Step 4: Continue to the next step and complete batch processing
After setting the find rule and replacement content, click Next Step. The process flow at the top of the page shows that the subsequent steps are Set Save Location and Start Processing. Continue following the wizard to completion. Before starting the process, it is recommended to double-check that the left rule is \d{3} and the right replacement text is -TEST, and confirm that the number of folders in the processing list is correct.
After processing is complete, you can return to the file explorer to view the results. According to the processed screenshot, all 5 folders have been renamed, and the modification time has been updated to the post-processing time. This indicates that the batch operation has taken effect.
For highly repetitive office tasks, this wizard-based processing method can significantly reduce operational difficulty. Users only need to define the rule first and then let the software execute it uniformly across all records, eliminating the need to repeat the same operation for each folder.
Common Questions and Notes
1. When should I choose "Use formula for fuzzy text search"?
You should consider using formula-based fuzzy text search when the content you want to find is not exactly the same fixed text, but rather a type of character conforming to a pattern, such as different three-digit numbers, different dates, different version numbers, etc. In this example, the digits at the end of each folder are different, so using fuzzy search is more appropriate.
2. What if I just want to delete the three-digit number without adding -TEST?
In the interface, next to the replacement keywords list, there is a prompt: "Leave blank to delete." This means that if the goal is to delete the matched content, you do not need to fill in the replacement text. However, the goal of this article is to replace the numbers with -TEST, so you must enter explicit content in the right field.
3. Will batch renaming change the files inside the folders?
This operation modifies the folder names, not the content of internal Word, Excel, PowerPoint, PDF, image, or text files directly. However, changing the folder name will change its path. If internal files are referenced by other documents, spreadsheets, systems, or shortcuts, you may need to check for synchronization.
4. Can more folders be processed?
The screenshot example processes 5 folders, but the value of this type of function is best demonstrated in batch scenarios. The more objects you process, the more time is saved compared to manual renaming. However, when processing a large quantity, it is more advisable to first test the rule in a test directory, confirm there are no false matches, and then apply it to the official directory.
5. How do I judge if the expression is suitable?
First, observe the naming pattern, then choose the expression. If all target content consists of three consecutive digits, you can use \d{3}. If the number of digits is not fixed, or you only want to match digits at the end, you need to adjust further based on the actual names. No matter how simple the rule, it is recommended to test it with a small sample first before formal batch processing.
Summary: Achieve controlled batch folder renaming with fuzzy matching
Using a specific example, this article demonstrated how to use HeSoft Doc Batch Tool to batch modify multiple folder names. The core method is: select the Find and Replace function in the Folder Name module, add the folders to be processed, choose Use formula for fuzzy text search in the processing options, input \d{3} to match three-digit numbers, and then replace them with -TEST.
This method is highly suitable for processing folders with structured names. It allows you to batch replace numbers, serial codes, or other regularized text while preserving the main body of the name. Compared to manual one-by-one modification, it significantly reduces repetitive labor, improves data organization efficiency, and also makes it easier to maintain naming consistency. If you frequently need to organize project directories, client files, test folders, or batch archive content, you can use this regex-based fuzzy replacement method as an efficient tool in your daily office work.