Want to Rename PDFs by Barcode in Zapier? No Code, Just 4 Steps !

PDFs with barcodes or QR codes—shipping labels, invoices, inventory sheets—often need to be renamed by the value inside the barcode so you can find them later. Doing that by hand doesn’t scale.

Here’s the approach: A Zapier Zap in four steps: New File in Folder (trigger) → Find File → Read Barcodes (PDF4me) → Upload File. You map data from step to step: the file from step 2 goes to Read Barcodes and to Upload; the barcode text from step 3 becomes the new filename. No code—just point, configure, and click Continue.

Result: A file like barcode.pdf in a watched folder becomes e.g. PDF4me Barcode Sample.pdf in your output folder—named by whatever the barcode says.

Every step name, field, folder path, and mapping below is taken from the Zapier UI in the screenshots. Use this as your setup guide from scratch.

What Do You Need Before You Build?

• Zapier — Zapier account. Create a new Zap and add one trigger plus three actions in order.
• PDF4me API key — Get your PDF4me API key (free to start). When you add the Read Barcodes action, you’ll connect PDF4me; the connection will show as connected. First time? Follow Connect PDF4me to Zapier.
• File storage — This guide uses Dropbox for the trigger, Find File, and Upload File steps so you can follow the screenshots. It’s not Dropbox-only: the same Zap pattern works with SharePoint, Google Drive, OneDrive, or other Zapier apps that offer “New File in Folder” (or similar) and “Upload File.” Swap in the equivalent trigger and file actions for your storage—the logic (trigger → find/get file → read barcode → upload with barcode as name) stays the same.

From scratch: Create a Zap → Add the trigger New File in Folder (e.g. Dropbox) → Add Find File → Read Barcodes (PDF4me) → Upload File. Configure each step as below.

What Does the Zap Look Like? (4 Steps!)

The Zap runs in this order (screenshot from a real setup—all steps show a green checkmark when configured and tested):

1. 1. New File in Folder (Dropbox) — Trigger: when a new file appears in a folder. You set the Folder path and choose whether to include file contents and sharing link.
2. 2. Find File (Dropbox) — Locates the file (e.g. by name) in a folder and returns the file plus metadata. You’ll pass this file to Read Barcodes and to Upload File.
3. 3. Read Barcodes (PDF4me) — Sends the file to PDF4me and returns Barcode Text (and more). You’ll use Barcode Text as the new filename in step 4. Read Barcodes — Zapier.
4. 4. Upload File (Dropbox) — Saves the same PDF to a folder with Specify File Name = barcode text from step 3 and Specify File Extension = e.g. .pdf from step 2.

Same file, new name—every time.

Step 1: Where Do Your PDFs Come In?

Configure the New File in Folder trigger so the Zap runs when a new file is added to a folder. The trigger provides the file event; the next step will actually fetch the file.

So far: 1. New File in Folder (trigger).

1. Add trigger — In your Zap, set the trigger to Dropbox (or your storage app) → New File in Folder.
2. Configure (fact-checked from screenshot):
   • Space — e.g. Default (or your Dropbox space).
   • Folder (required) — Enter the path to the folder to watch, e.g. /pdf4metest/Swiss-RP. Use the folder picker if available.
   • Include files in subfolders? — Set to False if you only want files in that folder (not in nested subfolders). Use True to include subfolders.
   • Include file contents? — Set to Yes so the file content is available for later steps.
   • Include sharing link? — Set to Yes if you need a sharing link; otherwise No is fine.
3. Click Continue and run a test so the trigger returns sample data.

Step 2: How Do You Get the File?

Add the Find File action so the Zap has the actual file (and name, extension) to send to PDF4me and to Upload File. This step returns the file content and metadata you’ll map in the next two steps.

So far: 1. New File in Folder → 2. Find File.

1. Add action — Dropbox → Find File.
2. Configure (fact-checked from screenshot):
   • Space — e.g. Default.
   • Folder (required) — The folder where the file lives, e.g. /qa-test/Output-link(Shyam) (can match your output folder or a different path).
   • Include files in subfolders? — False to search only that folder.
   • File Name (required) — The name of the PDF to find, e.g. barcode.pdf. You can also map a dynamic value from the trigger (e.g. file name from step 1).
   • Include Deleted Files? — False unless you need deleted files.
   • Include file contents? — Yes. This is important so the file content is passed to Read Barcodes and Upload File.
3. Click Continue and test. You should see 2. File (exists but not shown), 2. File Name, 2. File Ext (e.g. .pdf) available for the next steps.

Step 3: Who Reads the Barcode?

Add the Read Barcodes action (PDF4me) to extract the barcode text from the PDF. That text will become the new filename in step 4.

So far: 1. New File in Folder → 2. Find File → 3. Read Barcodes.

1. Add action — Search PDF4me → Read Barcodes.
2. Configure (fact-checked from screenshot):
   • File (required) — Map 2. File from the Find File step (Zapier will show “2. File: (Exists but not shown)”).
   • File Name — Map 2. File Name from step 2 (e.g. barcode or the full name). This helps PDF4me with the document name.
   • Select barcode types (required) — Choose All Types to detect every supported barcode (QR Code, Code128, Code39, DataMatrix, PDF417, etc.). You can narrow to specific types if needed.
3. Click Continue and test. The output will include 3. Barcode Text (e.g. PDF4me Barcode...Barcode Sample) — use this in the next step for the new filename.

For all parameters and supported barcode types, see the Read Barcodes — Zapier documentation.

Step 4: Where Does the Renamed File Go?

Add the Upload File action to save the same PDF to a folder with the barcode text as the new name. The file content comes from step 2; the filename comes from step 3.

So far: 1. New File in Folder → 2. Find File → 3. Read Barcodes → 4. Upload File.

1. Add action — Dropbox → Upload File.
2. Configure (fact-checked from screenshot):
   • Space — e.g. Default.
   • Folder (required) — Target folder, e.g. /qa-test/Output-link(Shyam).
   • File (required) — Map 2. File from the Find File step (the same PDF you sent to Read Barcodes). Do not use output from Read Barcodes—that is barcode data, not the PDF.
   • Overwrite — Set to True if you want to replace an existing file with the same name; False to keep existing files.
   • Specify File Name — Map 3. Barcode Text from the Read Barcodes step (e.g. PDF4me Barcode...Barcode Sample). Zapier will use this as the filename; you don’t need to add .pdf here if you set the extension separately.
   • Specify File Extension — Map 2. File Ext from step 2 (e.g. .pdf) so the saved file has the correct extension.
3. Click Continue and test. The file will appear in the folder with the new name, e.g. PDF4me Barcode Sample.pdf.

Summary: File in Upload File must come from 2. File (Find File). Specify File Name must come from 3. Barcode Text (Read Barcodes). Specify File Extension from 2. File Ext keeps the output as a PDF. Same PDF, new name—every time.

How Does It All Connect?

In a Nutshell!

• New File in Folder starts the Zap when a file appears; Find File gives you the file content and metadata (File Name, File Ext).
• Read Barcodes (PDF4me) takes 2. File and returns 3. Barcode Text—the decoded value you use as the new filename.
• Upload File takes 2. File again (the same PDF), and uses 3. Barcode Text as the name and 2. File Ext as the extension—e.g. PDF4me Barcode Sample.pdf in your folder.
• Need help connecting PDF4me? See Connect PDF4me to Zapier.

Where Can You Use This?

Shipping labels and tracking numbers

Problem: An operations team receives shipping label PDFs. Files arrive as label_001.pdf, label_002.pdf—hard to find a specific package by tracking number.

Solution: Use this Zap to rename each file by the tracking barcode (e.g. 1Z999AA10123456784.pdf or TRK-ABC123.pdf). Each file is searchable by tracking ID.

Extract field: Tracking number (from barcode)
Trigger: New File in Folder (Dropbox, Google Drive, SharePoint, etc.)

Inventory and serial numbers

Problem: Equipment or asset PDFs with generic names; each has a serial number barcode.

Solution: Rename by serial barcode (e.g. SN-2024-88765.pdf). Match documents to assets in your system.

Extract field: Serial number (from barcode)
Trigger: New File in Folder or schedule

Invoices with QR or barcode IDs

Problem: Supplier invoices include a QR code or barcode with the invoice ID.

Solution: Rename by that ID (e.g. INV-QR-202601-12345.pdf). No manual lookup.

Extract field: Invoice ID (from barcode/QR)
Trigger: New File in Folder in your storage

Product catalogs and SKUs

Problem: PDF product sheets with product code barcodes.

Solution: Rename by SKU (e.g. SKU-ABC-789.pdf). Direct mapping to your catalog.

Extract field: Product code / SKU (from barcode)
Trigger: New File in Folder or schedule

Stuck? Common Questions.

• What if no barcode is found? The Read Barcodes step may return empty Barcode Text. Add a Zapier filter or path that only runs Upload File when barcode text exists, or use a fallback name (e.g. from step 1 file name).
• What if I have multiple barcodes? The Read Barcodes action can return multiple barcodes; Zapier often exposes the first. If you need a specific one, check the step output and map the correct Barcode Text (or use a Formatter step to pick from a list).
• Can I use SharePoint or Google Drive instead of Dropbox? Yes. Choose the same trigger and file actions for your app (e.g. “New File in Folder” and “Upload File”). Map the file and barcode text the same way—the Zap pattern stays the same.

Want to Go Deeper?

Resource	Description
Connect PDF4me to Zapier	Create the PDF4me connection and add your API key
Read Barcodes — Zapier	Full action reference: parameters, barcode types, and output
Rename PDFs by barcode on Make	Same idea (download → read barcode → upload) on Make
Rename PDFs by barcode in Power Automate	Same idea in Power Automate
Rename PDFs by barcode in n8n	Same idea in n8n

Off-page (open in new tab):

• PDF4me API key dashboard — Get or manage your API key
• Zapier — Create and run Zaps

What to Do Next!

Recap: New File in Folder → Find File → Read Barcodes → Upload File. Specify File Name = 3. Barcode Text, Specify File Extension = 2. File Ext.

1. Get an API key — PDF4me API key dashboard (free to start). Use it when Zapier asks for the PDF4me connection.
2. New to PDF4me + Zapier? — Connect PDF4me to Zapier walks you through the connection. Then open Zapier → Create Zap → add trigger New File in Folder (e.g. Dropbox) → Find File → Read Barcodes (PDF4me) → Upload File.
3. Build the Zap from scratch — Follow Steps 1–4 above: trigger folder e.g. /pdf4metest/Swiss-RP (Include file contents Yes) → Find File in e.g. /qa-test/Output-link(Shyam), File Name barcode.pdf, Include file contents Yes → Read Barcodes with File from step 2, barcode types All Types → Upload File with File from step 2, Specify File Name = 3. Barcode Text, Specify File Extension = 2. File Ext, Overwrite as needed.
4. Full action reference — Read Barcodes — Zapier for all parameters and output.

Get your API keyOpen ZapierConnect to ZapierRead Barcodes (Zapier docs)