Updating documents after a company name change
Short answer: After a name change, put the old local-language name, old English name, old address and old phone number into one keyword table and replace them across a whole batch of PDFs. In scans only those words change; layout, tables and images stay as they are.
The home page demo is this use case
The before-and-after image on the home page comes from a real run: a synthetic “SAMPLE” product manual scan, where three rules replaced the company name, the edition year and the model number. There were 8 matches in total, and all 8 passed read-back verification. The table lines, paper texture and unchanged text are original image pixels.
Prepare the keyword table
| Find | Replace with |
|---|---|
| Old full company name (local language) | New full company name (local language) |
| Old full company name (English) | New full company name (English) |
| Old short name | New short name |
| Old address | New address |
| Old service phone number | New service phone number |
Set number cells to “Text” format in Excel, or leading zeros will be lost.
What to include
- Change: product manuals, brochures, quotation templates and internal policies that are still in use.
- Do not change: signed contracts, invoices already issued, and certificates issued by government or third parties. They record the facts before the name change, and the software also skips them according to the risk levels.
After processing
Check the files marked “Needs review” for read-back in the processing report. Before publishing externally, open a sample of files on another computer.
FAQ
What if the old name appears in both a short form and a full form?
Put both in the keyword table. When keywords contain one another, the longer one is applied, so "Example Technology Co., Ltd." and "Example Technology" can both be listed without interfering.
Should old files that are already stamped or signed be changed too?
No. Signed or issued files reflect the facts at the time. They are detected by the risk levels and skipped by default. A name change applies only to documents and templates still in use.