What Is Barcode Document Splitting? How It Works and Who Needs It

Barcode splitting is one of the advanced features covered in our scan documents to SharePoint workflow guide. This article goes deeper on exactly how it works and the use cases where it saves significant time.

The Problem It Solves

Picture the end of a production shift: 40 quality inspection sheets, each relating to a different batch, stacked in a pile. Without barcode splitting, filing these digitally means one of three things: scan them all as one 40-page PDF (useless for retrieval), scan them one at a time (40 individual scan jobs), or scan them as a batch and split the PDF manually afterwards (slow and error-prone).

With barcode splitting, all 40 sheets go into the scanner's ADF at once. The scanner reads the barcode on the first page of each document, uses each barcode as a split point, and outputs 40 individual named PDFs — one per batch, correctly filed, metadata populated — in the time it takes to scan 40 pages. That's typically under 2 minutes on a 35ppm scanner.

How Barcode Document Splitting Works

The process has three steps:

1. Barcode detection: As each page passes through the scanner, optical barcode recognition analyses the image for barcode patterns. This happens in real-time during the scan.
2. Split triggering: When a barcode is detected on a page (typically the first page of a new document), the scanner treats it as a document boundary and starts a new output file.
3. Metadata population: The barcode value is used to name the output file and/or populate metadata fields in the destination (SharePoint columns, folder names, file naming conventions).

The entire stack is processed in a single pass through the ADF. The operator doesn't need to separate documents, enter reference numbers, or sort output files. Everything is automated from the point of pressing Scan.

Barcode Types Supported

1D barcodes (linear barcodes) encode a single string of characters — typically a reference number. Types include Code128 (most common in business applications), Code39, EAN-13, and UPC. These are the barcodes you see on packages and job cards. They encode up to 80 characters reliably.

QR codes (2D barcodes) can encode significantly more data — URLs, multiple fields, structured data. They're useful when you want to encode more than just a reference number in the barcode, for example: batch number + product code + production date in a single scan.

DataMatrix codes are compact 2D barcodes used in manufacturing and aerospace, particularly where space on the document is limited.

The Plustek eScan A450 Pro supports 12 barcode types including all of the above. For most manufacturing and logistics applications, Code128 or QR is the right choice.

What the Barcode Data Can Do

• Split the stack into individual files: The primary use case. Each barcode triggers a new output file.
• Auto-name each file: Output files are named from the barcode value, e.g. "BATCH-447-A.pdf", "JOB-1094.pdf". No manual renaming.
• Populate SharePoint metadata: The barcode value flows into the corresponding metadata column — Job Number, Batch ID, PO Number — without any operator input at the scanner.
• Route to different destinations: Documents with barcodes starting with "JOB-" go to the Job Cards library; documents starting with "BATCH-" go to the Quality Inspection library. One scan job, automatically sorted.

Where It Saves the Most Time

Manufacturing — quality inspection sheets

Each sheet has a batch barcode. End-of-shift: the QA inspector stacks the day's sheets, feeds the stack, presses one button. Every sheet files automatically under the correct batch record in SharePoint. No typing, no sorting, no individual scans.

Logistics — delivery notes

Each delivery note from a different supplier has a PO number barcode. The goods-in team scans the day's delivery notes as a batch. Each note files automatically under the correct PO number. Disputes with suppliers can be resolved in seconds — search by PO number, original delivery note is there.

Legal — matter bundles

Court bundles and matter files pre-printed with matter reference barcodes. The post room scans incoming correspondence as a batch. Each letter files automatically into the correct matter folder.

Healthcare — patient forms

Intake forms and consent documents with patient ID barcodes. Reception scans a batch of completed forms. Each form routes to the correct patient record automatically.

Do Your Documents Already Have Barcodes?

Many do. Delivery notes from suppliers almost always include a barcode (usually the supplier's order number or your PO number). Pre-printed job card templates from an ERP system typically include job number barcodes. NHS patient forms include NHS number barcodes.

If your documents don't have barcodes: add a barcode field to your document template in Word or Excel. Generate the barcode from the reference number using free barcode font libraries. Print your documents with the barcode included. Alternatively, print barcode separator sheets to insert between documents that don't have their own barcodes.

Setting Up Barcode Splitting on the eScan

In the eScan job button configuration: enable Barcode Recognition, select the barcode types to detect, configure the split trigger (barcode on first page of each document), set the file naming rule (barcode value + optional suffix), and configure the metadata mapping (barcode value → SharePoint column name). Test with a small stack before deploying to production.