Bates Numbering Tutorial

Task:

We will add Bates Numbers to a set of documents, so that each page provides reference information. We will compile a Bates stamping scheme to do this.

• We must define the case number. We will use a prefix text for this.

• We must add a six-digit Bates number to uniquely identify each page in the document set.

• We must add the company name ‘Kofax’. We will use a Bates number suffix for this.

• We must add page numbering for each document in the set. We will use a macro for this.

• We must add the date of stamping. We will use a macro for this.

Procedure:

1. Choose Document > Bates Numbering > Add with or without an open document to access the Add Bates Numbers dialog box.

2. Click Add Files and browse to select all files for this stamping session. Preview files as necessary. Check file order, because the Bates numbering will be applied in the given file order. Click OK to call the Add Header and Footer dialog box.

3. Leave [None] in the Name selection box or select an existing scheme as a basis.

4. Specify margin settings for the text string so that it does not conflict with items on document pages.

5. Choose Bates Number under Macros and click Settings...

6. In the Bates Numbering Options dialog box, keep a 6-digit number length and keep 1 as Start Number.

7. In the Prefix field, type in the case identifier Case 20: and add a space at the end.

8. In the Suffix field, type –Kofax with a space at the end. Verify that the sample display is in order and click OK.

9. Specify the desired location in the header or footer and click Insert Macro. The Bates number is added in coded form.

10. Choose Page Number under Macros and click Settings. Specify page numbering Page 1 of n and yyyy-mm-dd for the date format. Place the cursor behind the previously added text string and click Insert Macro.

11. Choose Date under Macros, place the cursor behind the previously added text string, add spaces to separate the page numbering from the date and click Insert Macro.

12. Select a point size, font, style and color for the text string of the Bates scheme.

13. Press the Create button above to name the scheme for future use, then click OK to apply it to the specified files.

This is the syntax for our example  with spaces added manually:

<<Bates Number#6#1#Case 20: #-Kofax >><<Page 1 of n>>  <<yyyy-mm-dd>>

Here is the text for the resulting stamp, with its building bricks itemized in the table.

Case 20: 000001-Kofax 1 of 14 2012-03-19
 

In this example, the page numbering relates to each single document but the Bates number will uniquely identify all pages in all documents included in the current stamping session, that is, it will not revert to 1 for a new document.