Overview
What is OnBase?
OnBase by Hyland is an enterprise content management platform with business process and case management capabilities. It is modular by design and allows users to tailor the solution to their specific requirements.
TrustRadius Insights
OnBase is GREAT!
Long Time User of OnBase as Developer and End User
OnBase Review - Higher Education
OnBase
Healthcare and OnBase: match made in heaven?
OnBase is an incredible tool that is well worth the investment!!
A highly tool-able ECMS to meet almost any requirement set
Hyland OnBase is a Market leader and worth the investment
Advancing content services in a homerun kind of way
An ECM product that is stable, flexible, reliable, secure and scalable
OnBase from a System Administrator Perspective
OnBase Projects are easy and fun
Highly Customizable Document Management Solution
Enterprise Content Management Software Review
Awards
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Popular Features
- Document management (42)9.999%
- Content capture & imaging (41)9.191%
- Content search & retrieval (43)8.383%
- Records management (40)8.383%
Reviewer Pros & Cons
Pricing
What is OnBase?
OnBase by Hyland is an enterprise content management platform with business process and case management capabilities. It is modular by design and allows users to tailor the solution to their specific requirements.
Entry-level set up fee?
- No setup fee
Offerings
- Free Trial
- Free/Freemium Version
- Premium Consulting/Integration Services
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Product Demos
OnBase Demo | Access Content using the OnBase Web Client
OnBase Demo | OnBase User Security
Watch the Demo: OnBase Report Dashboards
Watch the Demo: OnBase Workflow Approval Management
OnBase Demo | Store Documents with Retention Module
OnBase Demo | Capture Content by Scanning or Import
Features
Enterprise Content Management
Features related to managing business content and transactional content for enterprises.
- 9.1Content capture & imaging(41) Ratings
The system supports the digitization of content.
- 9.1File sync, storage & archiving(33) Ratings
Storage system for long-term preservation & retention of content in an organized fashion; foundational to the ECM.
- 9.9Document management(42) Ratings
Beyond capture, the ECM supports sharing, distributing, printing, faxing, etc.
- 8.3Records management(40) Ratings
Secure, policy-controlled and compliant storage, retrieval and production of records, transactional or otherwise.
- 8.3Content search & retrieval(43) Ratings
Helps users find the content they are looking for. Various methods for assistance include filters, tags, metadata, and the like.
- 8.1Enterprise content collaboration(34) Ratings
ECM support file and content sharing within the enterprise, or integrate with preferred collaboration software or modules. May also be referred to as social intranet.
- 9.3Content publishing & creation(22) Ratings
Supports the publishing of content to web pages or other avenues leading out of the enterprise.
- 9.1Security, risk management & information governance(33) Ratings
Security controls with rules, policies, and permissions defining and delimiting access to content and records. This is a core feature, and a necessity for enterprises.
- 9.6Contract lifecycle management(24) Ratings
ECM tools optimize business transactional processes where they can improve or automate the contract lifecycle (e.g. Invoice Management, Proposals, etc.). This component is similar to the features provided by advanced contract management software.
- 9.1Automated workflows(23) Ratings
Automated workflows include contract management, invoice processing, etc.
- 9.3Artificial intelligence(11) Ratings
Artificial intelligence and natural language processing help automate document classification
- 9Mobile support(15) Ratings
Repository access from mobile devices
- 7.3Integration(22) Ratings
Integration with 3rd-party systems like ERP, SCM, or CRM
Product Details
- About
- Integrations
- Competitors
- Tech Details
- Downloadables
- FAQs
What is OnBase?
OnBase is a content services platform that provides turn-key industry and departmental solutions tailored to meet specific business challenges. As an enterprise platform, OnBase has purpose-built integrations and connectors to core industry LOB applications such as Epic and Workday, supporting critical content and process solutions. With repeatable industry solutions, OnBase can automate business processes so teams can focus on higher value work without the need to build costly customized solutions. With business ownership of solutions, OnBase enables expansion beyond IT.
OnBase aims to speed up processes and reduces costs by capturing important information into a single system so users can manage data, documents and processes. Workflow can be configured to address departmental, industry and enterprise challenges. The solution also provides low-code application development and a range of multichannel capture options. OnBase can integrate with existing systems and provide access to everyone who needs it, giving visibility into processes and system performance while storing, protecting and expunging content.
OnBase Features
Enterprise Content Management Features
- Supported: Content capture & imaging
- Supported: File sync, storage & archiving
- Supported: Document management
- Supported: Records management
- Supported: Content search & retrieval
- Supported: Enterprise content collaboration
- Supported: Content publishing & creation
- Supported: Security, risk management & information governance
- Supported: Contract lifecycle management
- Supported: Automated workflows
- Supported: Artificial intelligence
- Supported: Mobile support
- Supported: Integration
Additional Features
- Supported: Case Management
- Supported: Reporting and Analytics
- Supported: Low-Code
OnBase Screenshots
OnBase Video
OnBase Integrations
OnBase Competitors
OnBase Technical Details
Deployment Types | On-premise, Software as a Service (SaaS), Cloud, or Web-Based |
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Operating Systems | Windows, Linux, Mac, Chromebook |
Mobile Application | Apple iOS, Android |
Supported Countries | Australia, Canada, France, Germany, India, Ireland, India, Italy, Mexico, Netherlands, New Zealand, Philippines, Singapore, South Africa, United Arab Emirates, United States |
Supported Languages | Arabic, Bosnian, Chinese (simplified), Chinese (traditional), Croatian, Czech, Danish, Dutch, Finnish, French, German, Greek, Hebrew, Hungarian, Italian, Japanese, Korean, Norwegian, Polish, Portuguese, Romanian, Russian, Serbian (Cyrillic), Spanish, Swedish, Thai, Turkish, Vietnamese |
OnBase Downloadables
Frequently Asked Questions
Comparisons
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Reviews and Ratings
(94)Community Insights
- Business Problems Solved
- Pros
- Cons
- Recommendations
OnBase by Hyland is a versatile software solution that is utilized by organizations across various industries for a wide range of document management needs. Customers have reported using OnBase to handle different types of documents, including patient charts, HR records, financial documents, and educational content. The software's ability to handle multiple file types, such as PDFs, scanned documents, video, and audio files, has proven to be valuable for users.
One of the key use cases of OnBase is its ability to streamline processes between departments and different line of business systems using workflow and workview. This feature has been widely adopted by organizations, with every employee using the software for tasks like completing PTO requests, policy review, and acknowledgements. Furthermore, OnBase's integration with every application using App Enabler has made it an essential component for organizations with a mobile workforce.
In addition to its widespread use within organizations, OnBase has also been successfully implemented in specific business areas. For example, Boston University uses OnBase to organize and review application materials. Meanwhile, the state of Nebraska has chosen OnBase as both a records retention solution and an overall enterprise content management system ECM, replacing paper forms with digital ones.
The software's ability to automate business processes, reduce manual processing and errors, and simplify data management has made it a valuable tool for organizations across various sectors. It serves as a central data management tool for universities, banks, and other organizations, facilitating streamlined business processes, easy and secure access to documents, and improved document storage, retrieval, and retention.
OnBase is also widely used for case management, document management, automating business processes, creating forms, engineering drawing management, medical record organization, and AP invoice automation. The software's API feature allows for the automation of manual processes while reducing errors.
With its extensive functionality including digital forms full content management capabilities workflows and information routing and approvals; OnBase seamlessly integrates with other systems like Cityworks work management solution and Vadim iCity financial system.
Overall, OnBase's versatility makes it a valuable solution for organizations looking to improve their document management and workflow processes. The software's widespread adoption across different industries is a testament to its effectiveness in solving various business challenges.
User-Friendly Interface: Users have consistently praised the user interface of OnBase, with many stating that it is easy to navigate and intuitive. Numerous reviewers appreciated the clear and organized layout of documents, making it effortless to review and access necessary information.
Easy Workflow and Configuration: Many users found the Workflow and Configuration feature of OnBase easy to learn and use. They highlighted the ability to build complex workflows without excessive custom code, allowing for rapid application development and streamlined business processes.
Effective Customer Support: The customer support provided by Hyland Account Managers and staff has been highly regarded by users. Reviewers mentioned that they found them knowledgeable and helpful in resolving any issues with the application. The effectiveness of the support channels offered by Hyland was also praised in addressing user concerns.
Difficult User Interface: Users have found the user interface of OnBase to be confusing and cluttered, with irrelevant features and icons. Several reviewers have mentioned that this has made tasks difficult to perform and has reduced the available space for important documents. The overwhelming nature of the interface, especially for users transitioning from older systems, has been a common complaint. Some users have also noted that the navigation and visual clutter within each pane of the interface are high.
Performance Issues: Many users have experienced issues with the performance of OnBase. They have reported slow loading of images or certain formats, occasional crashes, and freezing when there is a high volume of documents in the system. Additionally, some users have found the software to be slow over VPN connections. The interconnectivity between in-house applications has also proven to be problematic for several customers.
Lack of User-Friendliness: Users have expressed frustration with the lack of user-friendliness and intuitiveness of OnBase. They have encountered difficulties in understanding search parameters and recommended expensive on-site classes for effective implementation. Some reviewers have criticized the software for lacking a modern UI and refinement in its newest releases. The overall learning curve has been steep for many users who find it challenging to navigate through various modules and manage multiple licenses efficiently.
Based on user reviews, here are the three most common recommendations for OnBase:
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Ensure smooth data transfer: Users recommend ensuring that current documents can be easily transferred over with the same labels and categorization. This is important to maintain organization and prevent any loss or confusion during the transition process.
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Provide comprehensive training: It is highly recommended that all individuals who will need to use OnBase receive proper training to maximize efficiency and avoid initial difficulties in learning the system. Investing in training team personnel and having certified administrators and workflow developers are also suggested for optimal use of OnBase.
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Improve user interface and experience: While OnBase is praised for its features and capabilities, users commonly express the need for improvement in the user interface and overall user experience. Enhancing these aspects would make the system more intuitive and user-friendly, resulting in better adoption and satisfaction among users.
It's important to note that while OnBase receives praise for its document management capabilities and eliminating paper files, some users caution against relying on it as a primary system for handling documentation due to reliability issues under heavy loads. Additionally, speed is mentioned as a concern by some users, suggesting that those with speed as a major requirement should explore other options.
Attribute Ratings
Reviews
(1-22 of 22)- Automated forms processing through workflow: Retrieve information from external database, update form, send notifications, acquire approvals.
- Outlook Integration: File and retrieve emails or documents from OnBase while remaining in Microsoft Outlook.
- Use barcodes to automatically import and index documents with no user interaction required.
- Training. Hyland offers Premium Subscription training, but there is a cost. I feel that since upgrades are part of our maintenance agreement, we should be able to access the training required for using and understanding the upgraded modules.
- Workflow Documentation. Workflow generates documentation for either the Admin or the User. Neither one is easily modified to acquire only the information we really need and the users will understand.
OnBase is GREAT!
- Workflow/Routing of documents
- User friendly
- Forms design
- Automation of processes
- Support
- Ensure product documentation is consistent and contains up-to-date instructions.
- Defining technical support vs. paid consulting services
- As a company, focus on the core Hyland products and ensure acquisitions are relative to the core products. As well as, better communication explaining how OnBase benefits from said acquisitions.
- Modify Premium subscription licenses based on the tier approach or usage.
Long Time User of OnBase as Developer and End User
- Replace systems that utilize forms to organize/report on the information collected
- Workflow is used to quickly/easily configure an improved business process
- Unity Forms allow us to quickly create business forms that feed workflows. Requests are processed much quicker and accurately because the information is routed immediately to proper personnel to work.
- Reporting Dashboards allow us to create useful reports to key personnel. This is extremely flexible because we can report on OnBase information as well as external sources.
- The interface for the basic configuration module has not changed in many years. This is functional, but in need of update.
- Security Keywords are very useful, but in my experience, can only be entered one at a time. This needs improvement - i.e. ability to load a spreadsheet of keyword values.
- A cleaner, easy to use change management/migration tool would be great.
OnBase Review - Higher Education
- Forms/Workflow
- Document Mangement
- User friendly
- Documentation in MRG's/on documentation site
- Accessibility settings in unity forms for WCAG compliance
- More features in Unity and Web client that currently only in Thick Client
OnBase
- Its a robust storage solution
- Integrates well with Epic
- Unity forms are easy to create and use
- distribution services for sending email notification as reminders is a great tool
- user brief case mode for disconnected work
- PDF conversion tool being the same in workflow as it is in Virtual Print Driver
- App enabler usage tracking reports
Some workflow features are strong but some of the applications OnBase integrates with have more specialized workflows that move more smoothly.
OnBase is an incredible tool that is well worth the investment!!
- The Workflow engine is awesome for automating approval processes. We use OnBase for Legal requests, hardware requests, travel requests, corporate credit card requests, file transfer requests.
- Workview is an incredible module for gathering and displaying summary information. We utilize it highly in a subsidiary to manage their legal contracts, their financial billing process and their travel.
- We use the Document Import Process coupled with Unity API for writing custom code to automate processes to send and receive data from other systems that are not yet API enabled.
- We recently have received a couple projects to utilize API. That functionality in our version is somewhat limited. We are excited to upgrade and be able to utilize more.
A highly tool-able ECMS to meet almost any requirement set
- Customization.
- Breadth of modules & capabilities.
- Content management.
- Google apps support.
- Cloud team responsiveness.
- Dependence on Microsoft Office.
Hyland OnBase is a Market leader and worth the investment
- Workflow
- Forms
- Document Storage and Retrieval
- Process automation
- Rapid Application Development
- OnBase is so robust I am still learning all of the features.
OnBase from a System Administrator Perspective
- Workflows
- Document Retention/Security
- Document Ingesting/Indexing
- Document Retrieval/Storage
- Documentation is lacking
- OnBase/DocuSign Integration
- Affordable Training
OnBase Projects are easy and fun
Since 2010, the AP invoice process has been upgraded to Hyland's automated SAP posting using OCR, workview and workflow, and an electronic invoice ingestion process via email. The move to electronic forms over email requests has been successfully used by the AR team. 14 forms for AR flow through a single workflow to manage requests and workload. The use of OnBase across additional departments such as Regulatory, Export, and Master Data Management, Credit/Collections, and Finance have been successful.
The mission statement is to use OnBase to manage business transaction related documents and processes.
- Workflow and Configuration - easy to learn
- Documentation for each application and toolset
- Hyland Account Managers and staff are knowledgeable
- Robust User Community that helps solve an issue or make recommendations
- Web client - no application installation needed on a PC for users
- Cloud services need some maturity - good for new users but harder for on-prem to justify for us
- Upgrades - Internal testing improvement to reduce bugs
- Support - internal experience is lacking in specific application areas they support
- Complex approval workflow processes - Capital expense requests can have up to 24 approvals
- Roles - ability to setup users for specific locations or cost centers with user groups
- Security - security keywords allow restricting user access to documents
- SSO and AD for user setup and access
- VPD - virtual print driver to import documents into OnBase
- Migration - 11 million documents were easily migrated to OnBase from 2 legacy systems to consolidate content for users
- Adjunct Content repository - storing SAP content in OnBase to save disk cost from using SAP
- Reporting / Dashboards - user self service and KPI tracking
- Unity Forms - 14 AR request forms, Capital Expense Request, CC setup requests - easy to configure and ability to create for external use or only within workflow
Feature rich content and records management system that will help much more than anticipated
- Digital information records management from creation of document to destruction including document retention automation
- Streamlining access to information through retrieving, routing, and relating documents through the use of keywords
- Restricting access to records and providing accountability through detailed access logging
- Routing of information based on keyword values
- Integrating with other software systems to provide seemless centralized document management
- It is a complex system that can be overwhelming to understand initially so there is a risk of less than optimal initial configuration unless you have an experienced solution expert that takes the time to fully understand your specific business needs
- Understanding options for backfile import was and continues to be a challenge for us. There are many ways to streamline these processes but hard to understand them
- There are not very many Canadian Partners for Hyland
Get OnBase and hit your document management needs out of the park
- Organizing and managing myriad forms of data--I haven't met a file type I can't organize.
- Working across applications--OnBase by Hyland does particularly well integrating in with all kinds of different applications like CYMA, QuickBooks, Epic, Netsmart, and more.
- It works well with regulatory frameworks, providing data security and compliance built in with multiple different methods.
- It is really complex. This isn't something that I'd buy and implement in an hour.
- In the spirit of moving forward but staying put, I feel like they go down too many roads at one time instead of pushing towards transformational changes.
- It's complicated at times for end-users, too. You have to shut off avenues at times so they can understand how to use it.
OnBase - the Tie that Binds
- Integrates document capture/viewing without programming using app enabler.
- Workflows processes between departments engaged with different line of business systems.
- Advance Capture significantly saves time and energy from mundane tasks.
- Not really any issues currently.
Great customization, but a bit buggy
- Integrates with our HR system to auto-populate demographic info for users after they log in.
- Our approval workflow solution is highly customized, and OnBase was very accommodating.
- Helpful one-click buttons allow us to move requests forward or backward in the workflow with ease.
- Sometimes a request form gets stuck in the workflow, and one of our business analysts has to manually push it forward.
- Sometimes a request form will not save properly without using odd workarounds, like selecting options on the form that aren't actually needed by the requester.
- We have had some visual bugs for users while they complete the request form online. Drop down menus with strange text layering effects, for instance.
OnBase at The CIty
- Folder structure
- Enterprise search
- Automated form creation
- Actual appearance is kinda clunky
- Difficult to get salespeople to respond
An amazing product to streamline departments and integrate applications and servers
- Easy to use.
- TONS of integration opportunities across multiple servers and applications.
- Super easy reporting options.
- Timeouts are inevitable with large quantities of users.
- Due to the size of our company we are constantly buying additional user licenses and storage space <— to be fair I’m not part of this purchasing arrangement and not aware of the reasons this is needed as often as it is.
Secure Document Retention Solution
- Once familiar with the system, document upload and access is a breeze.
- OnBase allows for customizable document retention periods that can vary across folders or file types.
- Transferring documents from OnBase to external platforms is quick and simple.
- After using local and network drives as the main suppository for important documents for my entire working career, it has been difficult to re-train myself to use another system. The more that OnBase can look and feel like folders in a network drive, the better.
- There are occasions where the response speed of OnBase has been delayed. For instance, I sometimes experience a few second delay in moving between screens within the software. Although minimal, it can be frustrating when compared to the speed of a local drive.
OnBase - it stores your docs
- Document storage
- BASIC workflow activities
- BASIC forms for users to fill out/use
- Documentation - If you want basic functionality they do a pretty good job in detailing out an overview of aspects. However, when you get into the technical aspects of their documentation it falls flat. There were many instances where I didn't understand how an aspect would behave and had to call them in order to get the answer. Many times they even had to go directly to a developer in order to get my answers.
- Support - They try to push their clients to use third parties instead of working directly with them. Third parties are great for BASIC troubleshooting, and possibly could be used for training basic administrative functions. However, over time you grow in your OnBase knowledge and calls go something like this: Call support. Explain your situation. They are unsure. You try to convince them to call Hyland. They continue to research. You ask again to call Hyland. They finally do. Explain your situation all over again.
- Functionality - OnBase really tries to push you down a road that they want you to go. What I mean is that they offer a few different ways to access the OnBase data. A few years ago they came up with a new client (Unity) and really....really try to get customers to move to that. This means that other clients become an afterthought, even though that is the primary way your business may interact with OnBase. On one hand this may be okay, however, they also charge you to use this client they are pushing per server, and per client.
OnBase is On Point!
- OnBase's code filing system allows users to search a series by a code and return all documents found in that series. This is particularly helpful for organizing documents.
- OnBase's security system also allows users to pull the files necessary to their work while still keeping other administrative files secure.
- The overall communication between departments is improved because instead of sending data files or administrative documents to each other directly, we can just refer to the onBase code.
- The multiple licenses can be tricky to manage and can cause some backup in the process.
- The license approval process is also quite a pain sometimes, as it can stall important requests.
Document Management in Higher Education
- Tools to assist with configuration changes especially for Workflow processes.
- Easy to query the database to pull reports on usage.
- Support for a wide variety of files that can be stored within the product.
- Great support channels for resolving application issues.
- Lack of feature parity between clients. Some features are supported in Thick Client, but not in Unity Client (Or the other way around).
- Confusing menu structures within administrative programs. Lots of bouncing between programs in order to configure or tweak things.
- Report Services is an additional license and should be included with the base product.
OnBase is OnPoint.. mostly
- One thing that has proved invaluable is OnBase's ability to keep everything contained within itself - data, form data, etc.
- OnBase uses web-based sharing in its document retrieval which is extremely useful as a state agency - we can let the members of the public search our database for various records (assuming said records are available to the public).
- OnBase's briefcase functionality allows our inspectors to use the Unity forms when they are offline and out in the field.
- Hyland is a big company, and one thing that would be nice to see change is their dedication to customer satisfaction (i.e. tech issues, tech support).
- Some of the modules that are part of OnBase as a whole can be difficult to use as small pieces often change between versions and are not documented efficiently.
Engineering Drawing Management Made Easy with OnBase by Hyland
- With OnBase and our established Workflows within OnBase we manage the check out and check in of drawings with notifications to internal and external design groups. This ensures that the latest version is tracked and updated and made available to users at the operating plants as well as engineering groups in the corporate office.
- OnBase has an internal viewer that provides users access to engineering drawings created by different computer aided drafting software (AutoCAD, Microstation, Visio, etc). This results in a cost savings of purchased CAD licenses.
- Users are able to view and print, including to PDF which eliminates the need to contact the Design group for copies. We are currently limited to one print at a time but we are working with our Value Added Reseller and Hyland to correct the issue.
- Using a Value Added Reseller has brought unique help to our specific situation. We have a reseller that assists with upgrades and recommendations, who has expertise beyond our small staffing group; a reseller with immediate access to the right individuals at Hyland if needed. It's a great relationship.
- Training - Hyland offers in house classroom training at their headquarters in Cleveland. With hotel recommendations and pick up service, the out of town student has no problem getting to "school" and back. Any pre-requisites are explained on their training website where the Administrator or Expert can track and maintain their certifications. Classroom work is thorough and challenging but the staff is friendly and helpful and willing to take extra time to assist in making sure that each individual has a good chance of passing required testing for certification. With a facility that includes a restaurant and a program for the student that includes some evening "entertainment", school takes on a whole new meaning.
- Training also is available online for some courses. This is something I still need to experience.
- Scalability - Our use of OnBase by Hyland currently is just for engineering drawings and our annual maintenance is a one time payment.
- Hyland showcases in many online articles and videos on how OnBase can be used throughout the entire organization from applications to HR, accounts receivable and accounts payable... and in different types of organizations from healthcare to banking...and including manufacturing.
- We could grow OnBase to include many other departments of our company but the choice is ours.
- Permissions and security - With OnBase we are able to give all our users the ability to view and print drawings for plant operations or project work. We limit the number of designers who can edit drawings. We manage locations which an individual is able to check out files and edit. Proprietary drawings, where required, are available to only a select group.
- Availability - By importing our engineering drawings into OnBase all drawings are available to all users in North America. We still have engineering drawings on a drafting server and these drawings are only available to designers. Organizing drawings from a project turnover can be a challenge; importing them into OnBase is easy.
- Printing multiple drawings from a hit list.
- We are currently working with our Value Added Reseller and Hyland to enable a print button that would allow us to print multiple drawings from a hit list. Our users might need entire sets of electrical one line diagrams or piping and instrument diagrams for plant operations or project work. The disabled option stems from the fact that some engineering drawings are created with external drawings (XRefs or external references) that are referenced inside a drawing. Because 99% of our drawings are simple drawings that do not use external references, the disable print button is a handicap. If not resolved in this issue, which is still our hope, Hyland is aware that the issue needs to be fixed in the future.