Add bates numbering

This feature is available in Power PDF Advanced.

Bates Numbering is a procedure used primarily in legal, medical, and business areas to uniquely identify each page in a set of documents by assigning a series of self-incrementing numbers. The Bates number appears as a header or footer on specified pages (typically and by default on all pages). The Bates number can include a prefix and/or a suffix, and it may be combined with other header and footer texts which may be user-defined wordings or predefined items placed by macros (such as page numbers or document properties such as Subject, Title, Author etc.). The Bates number itself is placed into a header or footer as a macro.

Once the files to be Bates numbers are defined, you move to the Headers and Footers dialog box. Its macro list will offer Bates numbering as the first choice. You can however move to different choices and create a header or footer that does not include a Bates number. Bates numbers do not organize or index your documents in any way, nor modify their names.

  • Bates Numbering is not available for encrypted files or those protected by digital signatures.

  • You may add continuous Bates Numbering for not only PDF files but also for PDF Packages.

To add a Bates Number:

  1. Bates Numbering icon Select Edit > Insert > Bates Numbering and select Add from the drop-down list to open the Add Bates Numbers dialog box.
  2. Click Add Files. The Open dialog box appears.
    1. Select one or more files to add them to the numbering queue. A folder selection is also possible. To include any files currently open in the program, select Include the opened documents.
    2. Note The Preview button lets you check that you have selected the intended documents for stamping. It is important to fix the desired file order before stamping.
      To change the order of files already in the queue, select the file and click Move Up or Move Down, or click Delete Files to remove the selected file from the queue.

    Tip Select Include the opened documents to populate the list with the active documents.

  3. Click Output to display the Add Bates Numbers - Output Rules dialog box.
    1. Specify the destination folder: select the same folder where the original file is located, or click Browse to select another.
    2. Define file naming rules: You can keep the original names, add a prefix and/or a suffix to them, or replace them by a starting and ending Bates number as shown in the on-screen example.
    3. Decide if you want overwrite existing files or keep them under unique names.
    4. You can create an automatic log file: Click Browse to select a location to save it.
    5. Click OK to return to the Add Bates Numbers dialog box.
  4. Click OK in the Add Bates Numbers dialog box to call the Header and Footer dialog box.
  5. Select an existing scheme in the drop-down list if you have a suitable one. Select Extend numbering from preceding job with currently selected scheme to make the Bates numbering for documents processed with this scheme continuous.
  6. To shrink the document to provide space for Bates Numbering without covering text, proceed with the following:
    1. Click Appearance.

      The Appearance Options dialog box appears.

    2. Select Shrink document.
    3. Click OK.
  7. In the Macros selection box, select Bates Number and click Settings.
  8. In the Bates Numbering Options dialog box, specify the number of digits (between 6 and 15) to be used, the starting number, and, if you want, a prefix and/or a suffix for the Bates Number to be stamped on your document, then click OK.
  9. To specify the area where Bates Numbers should be stamped, click into any of the Header or Footer boxes (Left, Center, and Right).

    The cursor blinks in the selected box.

  10. Click Insert Macro to add the macro to the selected box. You may repeat the above steps to set up and place multiple kinds of numbering, as you prefer.
  11. For the remaining settings, see Headers and Footers.
  12. In the Preview area below, inspect how the Bates Numbers appear on the page header and footer.
  13. Click OK to apply numbering throughout the page range selected.

  • You can apply more than one Bates stamp to a document; be sure to specify a different location for a second stamp.

  • Be sure also that the Bates stamp location does not collide with any existing header or footer texts. To see this in the preview area, you must save the header and footer data to a named scheme, and then load the scheme. If you apply headers and/or footers without saving the scheme, you will not see these elements.