Bates numbering module

Bates numbering is a system of sequential page marking, widely used in legal and administrative work to identify each page of a file uniquely. HtkPDF's Bates numbering module automatically applies a unique identifier to each targeted page, following a format of your choice. You reach it from the Editing category of the Dashboard.

Principle

A Bates number is built as follows:

<Prefix><N-digit number><Suffix>

For example, with prefix DOC-, suffix -CONF, digits = 6 and starting number = 1, successive pages will carry:

DOC-000001-CONF
DOC-000002-CONF
DOC-000003-CONF
…

Unlike a watermark, Bates numbering is not a decorative overlay: each page receives a unique, incremental identifier, designed to stay readable (usually at the bottom right, in a small size). These identifiers are then quoted in submissions, schedules or indexes to refer precisely to a page.

Configuring the numbering

The Configuration section lets you define the format:

Prefix: text added before the number (e.g. DOC-, DEP-, 2026/). A free field; it may stay empty.
Suffix: text added after the number (e.g. -CONF, / Case 1234). A free field; it may stay empty.
Start: the number to start from. Lets you continue the numbering of a previous batch (for example, starting at 501 for a second binder of 500 pages).
Digits: the minimum number of digits displayed. Adjustable between 3 and 12. Zeros are added on the left to reach the requested length (e.g. with 6 digits, the number 12 is shown as 000012).

Any change triggers an immediate update of the preview on the left (with a slight delay to absorb fast typing).

Target pages

The Target pages section determines which pages the numbering will be applied to:

All pages (default): a switch applies the numbering to the whole document;
Custom selection: turn the switch off to reveal a range field (e.g. 2, 5-7, 12), along with an Apply the range button and four shortcuts All / None / Even / Odd. A drop-down list also lets you tick pages individually.

An important note: the Start number applies to the first numbered page, not to the first page of the document. So if you exclude the first two pages (3-), page 3 will carry the Start number (for example 000001).

Style

The Style section controls the appearance of the numbering:

Position: a 3×3 grid (nine standard positions). By default, Bottom Right is selected — the most common convention for Bates numbering;
Size: between 8 and 72 points. The default value of 12 pt suits most A4 documents;
Opacity: from 0% to 100%. For traditional Bates numbering, keep 100% opacity to guarantee maximum readability through any subsequent photocopying or scanning;
Color: a standard macOS color picker. Black is the usual practice; some jurisdictions use blue or red to distinguish originals from copies.

Unlike the Watermark module, no rotation can be applied to Bates numbering: it is always displayed horizontally, in line with normal practice.

Presets

Like the Watermark modules, Bates numbering has a presets system for storing a complete format (prefix, suffix, start, digits, size, opacity, color, position):

Save: name your configuration in the Preset name field, then click Save;
Selecting a preset in the drop-down list applies it immediately;
Update: saves the current values into the currently selected preset;
Delete: permanently removes the preset.

The last preset applied is reloaded the next time the module is opened. Bates presets are distinct from watermark presets.

Tip: create one preset per case or per client, embedding its code in the prefix (e.g. CASE2026-001-). You will save considerable time on recurring batches.

Applying and history

Click Apply to confirm the numbering. The operation creates a checkpoint in the History and moves the document into pending changes. The Cancel button leaves the module without confirming.

As with watermarks, Bates numbering technically remains an annotation as long as the document has not been flattened. To make the numbering inseparable from the content and prevent any later modification (in particular for exhibits intended for a court or a public body), use the Flatten module after applying. The Bates numbering is then permanently burned into the PDF.

Note: if you apply the numbering and then change the structure of the document (adding, deleting or reordering pages), the existing numbers stay attached to their original pages and may become inconsistent with the current order. In that case, remove the existing numbers by running the application again with a new configuration, or reapply the module to start from a clean base — HtkPDF automatically detects and removes the previous Bates layer before applying the new one.

Screenshots

1 screenshot — click to enlarge