Ordinary page numbers help readers navigate a document. Bates-style numbering is used to assign unique sequential identifiers across a controlled document set, often with a prefix, suffix or padded number. Both add visible labels, but their purpose and verification requirements are different.
Use ordinary page numbers for reading order
Page numbers communicate position inside a document: page 1 of a report, page 12 of a manual and so on. They can start after a cover page or use a different display from the PDF’s internal page index.
Use Bates-style labels for document identification
A Bates sequence can continue across multiple files and include consistent identifiers such as CASE-000001. This is useful when pages need stable references independent of each file’s original pagination.
Plan the sequence before applying labels
Decide the start number, digit padding, prefix, suffix and file order before processing a large set. Changing the plan halfway through can create duplicates or gaps that are difficult to audit.
Keep labels away from existing content
Choose a margin position that does not cover footnotes, signatures or existing page numbers. Test a representative page with the smallest margins before processing the full set.
Record the range for each output
For controlled document sets, note the first and last label assigned to each file. This makes it easier to verify continuity and locate a missing page later.
Check the final sequence visually
Open the generated files and inspect boundaries where one source file ends and another begins. Confirm padding, prefix and number increments are consistent.
Worked example
Example sequence
Three files can be processed as CASE-000001 through CASE-000135. Record each file’s start and end labels so a reviewer can locate CASE-000087 without depending on the original file’s page number.
Practical checklist
Before you finish
- Use page numbers for navigation and Bates-style labels for unique sequence references.
- Choose prefix and zero-padding before processing.
- Test placement on pages with crowded margins.
- Record the first and last label for each file.
- Verify transitions between files.
Common mistakes
What to avoid
- Using a Bates sequence without recording file order.
- Covering existing footer text with the new label.
- Restarting the sequence accidentally for each file.
- Confusing the visible label with the PDF viewer’s internal page index.