Automate Bates Numbering with Encodian Flowr

February 13th 2024
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In today’s fast-paced digital environment, managing a large volume of documents efficiently and accurately is more critical than ever. Legal professionals, corporations, and government agencies often deal with countless files that require precise organization and easy retrieval. This is where Bates numbering, a method used to label and identify legal documents, comes into play.

Integrating Bates numbering into your document management process can significantly enhance productivity and accuracy. This blog will explore how to automate Bates numbering using Microsoft Power Automate and Encodian Flowr’s Add Page Numbers action, streamlining your document management process for optimal efficiency.

 

What is Bates Numbering?

Bates numbering is a method of indexing legal documents for easy identification and retrieval. Each document page is assigned a unique Bates number, typically consisting of a numeric or alphanumeric prefix, the specific page number, and sometimes a date or a unique identifier. This system is invaluable in legal settings where the quick retrieval of documents can be crucial.

 

Why Automate Bates Numbering?

Manual Bates numbering can be time-consuming and prone to errors, especially when dealing with large volumes of documents. Automation not only saves significant time but also increases accuracy, ensuring that each document is correctly numbered and easily retrievable. By automating this process with Power Automate and Encodian’s Add Page Numbers action, you can:

  • Reduce manual effort and free up time for more critical tasks.
  • Enhance accuracy by eliminating human errors in numbering.
  • Improve document retrieval with consistently applied numbering.
  • Streamline document management processes across your organization.

 

Automating Bates Numbering with Power Automate and Encodian Flowr

Encodian is a leading document, file and data automation service that integrates seamlessly with Power Automate, offering a range of 150+ actions, including the ‘Add Page Numbers’ feature, perfect for implementing Bates numbering.

 

Example Flow

We will create a simple flow like the one below. This flow can be adapted to whatever process is required. The Encodian step that applies the Bates numbering will be the same.

 

Step-by-Step Guide to Adding Bates Numbering

1. Create a Flow in Power Automate

Set up a new flow. Choose a trigger that suits your needs. We have chosen a manual trigger in the demonstration; however, this could be an automated process, such as when a document is received via email or is added to a SharePoint library.

 

2. Get the file which will have Page Numbers added

Since we have a manually triggered flow, we will simply use a SharePoint “Get file content using path” action. We can customize this step to our workflow; for instance, if we were triggering on emails received, we would retrieve the PDF attachments.

 

 

3. Apply Bates Numbering using Encodian’s Add Page Numbers action

Search for the Encodian connector and select the Add Page Numbers action. This action allows you to specify your Bates numbers’ numbering format, positioning, and styling.

In our example, we will insert a page number consisting of 3 parts:
– prefix “ABC Letter- ”
– page number consisting of 4 integers, e.g. “0001”
– date the letter was written in the format “02 February 2024”

Therefore, the first page of the letter will have a Bates stamp that reads: ABC Letter- 0001 02 February 2024

To achieve this, fill out the following fields in the Encodian Add Page Numbers action:

Field: Page Number Format
Value: “ABC Letter- [PageNumber] ” followed by the expression formatdatetime(utcnow(),’dd MMMM yyyy’)

Field: Custom Number Format
Value: {0:0000}

 

4. Configure Bates Numbering Settings

Additional settings are available within the Encodian action to get the desired result.

 

5. Create the file

Encodian will output a PDF file, which we can create in SharePoint

 

 

 

6. Save and Test Your Flow

After configuring the settings, save your flow and conduct a test to ensure the Bates numbers are added as expected. You can adjust the settings if necessary to achieve the desired outcome.

7. The Outcome

Conclusion

Automating Bates numbering with Microsoft Power Automate and Encodian’s Add Page Numbers action is a game-changer for organizations looking to enhance their document management processes. By leveraging these powerful tools, you can ensure your documents are accurately and efficiently organized, saving time and reducing errors. Embrace automation and transform your document management strategy today.

Remember, the key to successful document management is not just in the tools you use, but in how you implement and optimize them to fit your organization’s specific needs. Power Automate and Encodian offer the flexibility and efficiency required to streamline document management processes, making Bates numbering a hassle-free task.

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The ‘Get PDF Text Layer’ flow action extracts and returns the text layer from the PDF...
Get Rows from Excel
The ‘Get Rows from Excel’ action obtains and returns rows as JSON from the file provi...
Get Text from Word
The ‘Get Text from Word’ flow action extracts and returns text contained within the M...
Parse CSV
The ‘Parse CSV’ action parses the contents of a CSV file and returns it as JSON data.

Extract Text from Image (OCR)
The ‘Extract Text from Image (OCR)’ Power Automate action will perform OCR on the ima...
OCR a PDF Document
The ‘OCR a PDF Document’ performs OCR on the PDF document provided.

Add to Archive (ZIP)
The ‘Add to Archive (ZIP)’ flow compresses and adds up to 1000 files to a zip package...
Redact PDF
The ‘Redact PDF’ flow action provides the capability to search for text fragments wit...
Secure PDF Document
The ‘Secure PDF Document’ flow action applies the specified security configuration to...
Secure Word Document
The ‘Secure Word Document’ action for Power Automate enables you to secure / protect ...
Set PDF Document Priviledges
The ‘Set PDF Document Privileges’ flow action applies the specified security configur...
Sign PDF
The ‘Sign PDF’ action applies a digital signature to the PDF document provided.
Unlock PDF Document
The ‘Unlock PDF Document’ removes password protection and decrypts the PDF document p...

Convert Email Message
The ‘Convert Email Message’ Power Automate action converts an email message file (MSG...
Get Email Attachments
The ‘Get Email Attachments’ flow action for Power Automate extracts and returns all a...
Get Email Information
The ‘Get Email Information‘ collects and returns detailed information about the email...

Add Attachments to PDF
The ‘Add Attachments to PDF’ action attaches (also referred to as embeds) the files p...
Add HTML Header or Footer
The ‘Add HTML Header or Footer’ flow action inserts the HTML fragment provided into t...
Add Image Watermark to PDF
The ‘Add Image Watermark to PDF’ embeds the image file provided as a watermark horizo...
Add Image Watermark to PDF (Advanced)
The ‘Add Image Watermark to PDF (Advanced)’ embeds the image file provided as a water...
Add Page Numbers
The ‘Add Page Numbers’ flow action inserts page numbers into the provided PDF documen...
Add Text Watermark to PDF
The ‘Add Text Watermark to PDF’ adds the specified text watermark horizontally or ver...
Add Text Watermark to PDF (Advanced)
The ‘Add Text Watermark to PDF (Advanced)’ action adds the specified text watermark t...
Compress PDF
The ‘Compress PDF’ action applies compression to the PDF document provided.
Convert HTML to PDF
The ‘Convert HTML to PDF’ flow action converts either HTML files (.html), HTML data o...
Convert PDF to Images
The ‘Convert PDF to Images’ flow action converts the PDF file provided into an array ...
Convert PDF to JPG
The ‘Convert PDF to JPG’ flow action for Power Automate converts every page contained...
Convert PDF to PNG
The ‘Convert PDF to PNG’ flow action for Power Automate converts every page contained...
Convert PDF to TIFF
The ‘Convert PDF to TIFF’ flow action converts the PDF file provided into a TIFF file...
Convert PDF to Word
The ‘Convert PDF to Word’ flow action converts the PDF document provided to a Microso...
Convert to PDF
The ‘Convert to PDF’ flow action converts the file provided into a PDF document align...
Convert Text to PDF
The ‘Convert Text to PDF’ flow action converts either text files (.txt) or text data ...
Convert Word to PDF Form
The ‘Convert Word to PDF Form’ flow action converts the Microsoft Word document provi...
Convert PDF to PDFA
The ‘Convert PDF to PDF/A’ flow action converts the PDF file provided into a PDF/A co...
Extract Attachments from PDF
The ‘Extract Attachments from PDF’ flow action extracts and returns embedded files fr...
Extract Images from PDF
The ‘Extract Images from PDF’ Power Automate action enables images to be extracted fr...
Flatten PDF
The ‘Flatten PDF’ action removes all fields and other objects from a PDF document rep...
Fill a PDF Form
The ‘Fill a PDF Form’ Power Automate action populates the PDF Form provided with the ...
Get PDF Document Information
The ‘Get PDF Document Information’ collects and returns detailed information about th...
Get PDF Form Data
The ‘Get PDF Form Data’ action extracts data from a filled PDF document and returns t...
Get PDF Text Layer
The ‘Get PDF Text Layer’ flow action extracts and returns the text layer from the PDF...
Insert HTML to PDF
The ‘Insert HTML to PDF’ flow action inserts the HTML data provided into the PDF docu...
Merge Document Array to PDF
The ‘Merge Document Array to PDF’ flow merges up to 1000 documents provided in a JSON...
Merge documents to PDF
The ‘Merge documents to PDF’ flow merges upto 10 documents into a single PDF document.
OCR a PDF Document
The ‘OCR a PDF Document’ performs OCR on the PDF document provided.
Remove Watermarks from PDF
The ‘Remove Watermarks from PDF’ action removes all or targeted watermarks from the P...
Resize PDF
The ‘Resize PDF‘ action resizes the pages in the PDF document provided to the specifi...
Redact PDF
The ‘Redact PDF’ flow action provides the capability to search for text fragments wit...
Repair PDF
The ‘Repair PDF’ action checks and repairs PDF documents.
Replace Text with Image
The ‘Replace Text with Image’ flow action locates instances of the specified text in ...
Search and Replace Text
The ‘Search and Replace Text’ flow action provides the capability to search for text ...
Secure PDF Document
The ‘Secure PDF Document’ flow action applies the specified security configuration to...
Set PDF Document Priviledges
The ‘Set PDF Document Privileges’ flow action applies the specified security configur...
Sign PDF
The ‘Sign PDF’ action applies a digital signature to the PDF document provided.
Split PDF
The ‘Split PDF’ flow action splits the PDF document provided into multiple separate P...
Split PDF by Barcode
The ‘Split PDF by Barcode’ flow action splits a PDF document into multiple separate P...
Split PDF by Text
The ‘Split PDF by Text’ flow action splits a PDF document into multiple separate PDF ...
Unlock PDF Document
The ‘Unlock PDF Document’ removes password protection and decrypts the PDF document p...

Add Rows to Excel
The ‘Add Rows to Excel’ Power Automate action allows you to add rows to the file prov...
Convert Excel
The ‘Convert Excel’ Power Automate action allows you to and from convert from various...
Convert JSON to Excel
The ‘Convert JSON to Excel’ flow action provides the capability to convert the JSON d...
Delete Rows from Excel
The ‘Delete Rows from Excel’ Power Automate action allows you to delete rows from the...
Extract Excel Worksheets
The ‘Extract Excel Worksheets’ Power Automate action enables you to extract specified...
Get Email Information
The ‘Get Email Information‘ collects and returns detailed information about the email...
Get Rows from Excel
The ‘Get Rows from Excel’ action obtains and returns rows as JSON from the file provi...
Merge Excel Files
The ‘Merge Excel Files’ flow action merges up to 1000 Microsoft Excel files (and rela...
Merge Excel Rows
The ‘Merge Excel Rows‘ flow action merges the rows contained within up to 1000 Micros...
Populate Excel
The ‘Populate Excel’ Power Automate action lets you populate a Microsoft Excel workbo...
Update Rows In Excel
The ‘Update Rows in Excel‘ action updates the specified rows in the Excel file provid...

Compress PowerPoint
The ‘Compress PowerPoint’ action applies compression to the PowerPoint or presentatio...
Convert PowerPoint
The ‘Convert PowerPoint’ Power Automate action allows you to convert PPT and PPTX fil...
Merge Presentations
The ‘Merge Presentations’ flow action merges up to 1,000 presentation files to a sing...
Populate PowerPoint
The ‘Populate PowerPoint’ Power Automate action enables you to populate a Microsoft P...

Add Image Watermark to Word
The ‘Add Image Watermark to Word’ action adds an image provided as a watermark to a s...
Add Text Watermark to Word
The ‘Add Text Watermark to Word’ action adds specified text as a watermark to a selec...
Compare Word Documents
The ‘Compare Word Documents’ Power Automate action allows you to compare Microsoft Wo...
Convert HTML to Word
The ‘Convert HTML to Word’ flow action converts either HTML files (.html), HTML data ...
Convert PDF to Word
The ‘Convert PDF to Word’ flow action converts the PDF document provided to a Microso...
Convert Word
The ‘Convert Word’ Power Automate action allows you to convert DOC, DOCX, DOTX and RT...
Convert Word to PDF Form
The ‘Convert Word to PDF Form’ flow action converts the Microsoft Word document provi...
Disable Tracked Changes
The ‘Disable Tracked Changes’ action for Power Automate disables tracked changes for ...
Enable Tracked Changes
The ‘Enable Tracked Changes’ action for Power Automate enables tracked changes for th...
Get Text from Word
The ‘Get Text from Word’ flow action extracts and returns text contained within the M...
Get Tracked Changes
The ‘Get Tracked Changes’ action for Power Automate obtains all of the tracked change...
Manage Tracked Changes
The ‘Manage Tracked Changes’ action for Power Automate allows all types of tracked ch...
Merge Word Documents
The ‘Merge Word Documents’ flow action merges up to 1000 Microsoft Word documents pro...
Populate Word Document
The ‘Populate Word Document’ Power Automate action enables you to populate a word doc...
Remove Watermarks from Word
The ‘Remove Watermark from Word’ action remove both an image and text watermark from ...
Replace Text with Image
The ‘Replace Text with Image’ flow action locates instances of the specified text in ...
Search and Replace Text
The ‘Search and Replace Text’ flow action provides the capability to search for text ...
Secure Word Document
The ‘Secure Word Document’ action for Power Automate enables you to secure / protect ...
Update Word - Add Headers and Footers
The ‘Update Word – Add Headers and Footers’ flow action adds an HTML header and...
Update Word - Hyperlinks
The ‘Update Word – Hyperlinks’ flow action provides the capability to search fo...
Update Word - Remove Headers and Footers
The ‘Update Word – Remove Headers and Footers’ flow action removes the specifie...
Update Word - Table of Contents
The ‘Update Word – Table of Contents’ flow action updates the ‘Table of C...

Get Subscription Status - Flowr & Vertr
The ‘Get Subscription Status – Flowr & Vertr’ Power Automate action obtains...
Get Subscription Status - Trigr
The ‘Get Subscription Status – Trigr’ action obtains real-time information abou...
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Author
Alex Rackwitz

Director

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