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November 23, 2020
We are using OnBase by Hyland throughout our organization. The primary reason we bought it was to move from a paper patient chart to an electronic one; however, we also realized that it was powerful and flexible enough to support additional departments. It now handles our patient chart, our employees' HR records, financial department documents like AP statements, invoices, and remittance advices as well as educational content. It has handled every file type we've thrown at it, from PDFs to scanned documents to video and audio files.
- 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.
September 09, 2020
We currently use OnBase by Hyland as our primary records management repository across most of the organization. Our largest processes that are managed in-system use Agenda Management (for City Council, Planning Commission, and a few other boards and committees) and Electronic Plan Review for all of our engineering, commercial building, and many zoning permit projects. These are also powered by OnBase Workflow for process automation, and Application Enabler to assist in document capture and retrieval from third-party systems.
- Customization.
- Breadth of modules & capabilities.
- Content management.
- Google apps support.
- Cloud team responsiveness.
- Dependence on Microsoft Office.
OnBase is used by a vast majority of our departments, mainly on the business side. It addresses several needs of ours including electronic document storage, document conversion from physical paper to electronic, allows more automation in business workflows, data capture, reporting, and document processing speed to name a few.
- OnBase can be customized to fit a wide range of needs through their different modules.
- You can build complex workflows without needing an excessive amount of custom code.
- Offers users several different applications that allow access to OnBase (Thick client, Web client, Unity, Mobile).
- OnBase integrates well with Microsoft applications like the whole Office suite.
- There are many different applications that need to be used when being an administrator for this product.
- The process of first implementing OnBase can take longer than initially expected.
- Each of the different applications used by end users are vastly different in appearance and confuse users if they need to switch from one to another.
September 08, 2020
We use it for the entire organization. It has streamlined processes between department and different line of business systems using workflow and workview. It is used by every employee when completing PTO requests, Policy review and acknowledgements. It a key component of our mobile workforce also. We integrate OnBase with every application using App Enabler. We couldn't function without OnBase.
- 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.
September 06, 2020
We are currently using OnBase across our entire organization. We have implemented it in new business, claims, marketing, accounting, and development. We are using it to tackle all of our business process automations. We have automated processes like claim payments, billing statement review, lead management, and even subscription renewals. Since we went live with OnBase (2017), we have not had to hire in our Operations department despite doubling in production over the same time period.
- Integrations
- Low-code configuration
- API
- Upgrades
- Test Environment
- Server Infrastructure
- Mobile
September 04, 2020
At Discovery Benefits and WEX we use OnBase as a business process improvement tool as well as a ECM. All of our business units and employees benefit from OnBase but to pick a couple of the larges would be our Claims Processing, Client Implementation and Support, Participant Services team, Sales and Accounting.
- Integrations with multiple platforms and industry specific processes.
- Support and communication.
- Easy of use and setup for everyone.
- Provide a community for all to share and learn from.
- QA Testing on new modules.
September 24, 2020
OnBase is used across the organization in many different departments, on the clinical and back office sides.
- Scales to the users and departments leveraging OnBase.
- Integrates with many different line of business applications.
- Provides excellent technical support as well as online resources.
- The scanning options are plentiful to meet the requirements of a process.
- Process automation through Workflow.
- Change management. The process of moving code through environments (test to prod) is cumbersome.
October 03, 2019
OnBase provided us a central location to house our transcripts and other important documents attached to student accounts in a secure manner. It provided us as advisors easy access to the students' information to better assist and provide the best customer service possible. We were able to easily access the information needed to do our jobs efficiently.
- Search easily for documents by using certain markers, to find a person or document
- Easy one stop access for all documents pertaining to an account.
- Easy view of each document and saving and printing capabilities if needed and access granted.
- Very secure site.
- I think a way to view multiple documents side by side easier would be very beneficial.
October 22, 2019
OnBase is used by the entire university community as its central data management tool. In my department, it is used for all documentation - donations, gift agreements, correspondence, proposals, reports, etc.
- User friendliness is optimal
- Streamline our gift processing- Capability of utilizing the program scan, remote deposit, create batches and store documents
- Providing ready access to al documentation.
- I don’t believe there is a con to the program
- It is costly and the more users you add and features the more expensive it gets
- Sometimes the system is sluggish
October 21, 2019
We use OnBase across several departments who govern user access for PeopleSoft. We previously used a manual process for users to request new or additional access to PeopleSoft, but OnBase provides an online workflow so that we do not have to deal with paper request forms, scanning, or signatures anymore.
- 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 by Hyland is used in multiple ways by the City of Charlotte. We, in aviation, will be using it as an EDMS and will expand into other areas as user comfort grows.
- Folder structure
- Enterprise search
- Automated form creation
- Actual appearance is kinda clunky
- Difficult to get salespeople to respond
February 26, 2019
Currently, OnBase is being used to streamline medical records and medical record requests across departments at UnitedHealth to eliminate provider abrasion from multiple medical record requests.
- 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.
December 19, 2018
I am part of the Professional Services team where I'm involved with pre-sales, project planning, solution designing, solution implementations, and support for Hyland and ECM solutions with other organizations. We have customers across the entire USA.
- Consistent research and development by Hyland leads to an enhanced user experience.
- Integrates well with most COTS Enterprise software.
- Patching is not available in OnBase. Bug fixes typically require a full upgrade to resolve.
- Licensing can be very confusing for the customer side. But a good vendor can assist with that.
March 29, 2017
At the University of New Mexico, OnBase is our exclusive repository for handing student documents related to the enrollment management experience. We use the product for storing documents as well as processing them through various Workflows that support our business processes. This helps us track and manage an enrollment of approximately 30,000 students and be able to easily track the status of a students application to the University, Financial Aid questions or concerns, and registration issues. Not only do we use this system internally to our departments but students interact with the system by filling out web forms that help us gather information from students quickly and more effectively than through e-mail or paper methods.
- 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.
March 27, 2017
Departmentally at this point; Started with the HR Department
[It] addresses the problems of late applications being reviewed and continues to develop in AP for invoice payment.
[It] addresses the problems of late applications being reviewed and continues to develop in AP for invoice payment.
- Workflow for business processes
- Hiring application storage
- General line of business data transfer
- AP/AR process management and workflow for managing approvals
- Need to reduce costs for smaller organizations, even with OnBase SaaS
- Possibly easier open API for smaller business system integration
We use OnBase to review applications to Boston University. The program is the platform that organizes all of the application materials, which then allows us to review each document, make decisions, and organize the applications as a whole. At our office, it is used in connection with UIS software, so it is not a traditional CRM format.
- The filtering options within OnBase can be very helpful when trying to narrow down criteria from more than 50,000 applications.
- The layout of different documents makes it easy to review all of the materials from different applications.
- The main downside is that it has to be connected to another software (UIS) to accomplish everything we need. This makes it particularly slow over VPN connections.
- The way that decisions are integrated with other programs makes it hard to "undo" a decision or backtrack. It would be nice if it required fewer steps.
- It would be great if there were more tags available for documents so that there could be more options for filtering and sorting.
March 08, 2017
OnBase by Hyland is being used as our enterprise content management system with a specific focus on automating processes within specific business areas. By allowing rapid importing of physical and digital artifacts into the ECM, OnBase provides the means to store, search, retrieve and process these artifacts. Our organizational business areas are then able to automate what was once manual tasks by leveraging the ability to define workflows that are congruent to internal business processes.
- Workflows move documents through business processes with ease and functionality that is not possible in a physical exclusive environment.
- Storage and retrieval are simple and easy and eliminates the need for physical storage space of documents and files.
- Document retention allows for compliance with internal policy and procedure for longevity of document maintenance as well as regulatory considerations.
- Continued use of the thick client to perform administrative tasks.
- There is a high level of complexity involved with workflow development.
- Use of OS services to perform tasks within the application.
OnBase by Hyland is currently being used across the whole organization (the University of Wyoming Foundation). We use the software to log and retrieve important documents and data regrading our constituents. It is very important that we have a reliable and easy to use tool across all of our departments. Onbase solves the issue of having to manually track down important information and saves valuable time that can be spent on analyzing the information.
- Has the ability to create links between specific constituents and the information that is relevant to them.
- Enables the user to easily navigate through large amounts of documents via search tools.
- Provides an intuitive document view that enables the user to easily read and navigate the data.
- Offers the ability to interact with our database back-end for even easier linking to entities.
- The interface could be a little more intuitive for new users.
- Easily accessible training modules and troubleshooting would be useful.
- It would be useful for the document zoom and edit features to be more accessible when in document view.
At the state of Nebraska, we use OnBase as a records retention solution as well as an overall ECM (Enterprise Content Management) solution. We create various solutions for our users (state departments/agencies) to utilize OnBase, and we have replaced many agencies' dependence on paper forms. One of our biggest projects was/is taking multiple inspection reports that are filled out by different state inspectors and creating them as Unity forms - the inspectors now use tablets with OnBase Briefcase out in the field.
- 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.
OnBase is used as an applicant tracking system for our recruiting department as well as a billing tracking system for our medical billing team and call center. We have currently not implemented OnBase across the entire organization. OnBase has been critical for me personally as an applicant tracking system by keeping track of potential, current, and former employees.
- User friendly interface, very easy to understand
- Clearly describes when user has created a problem
- Reporting features
- More customization
- Implementation of "overview shot" or "dashboard"
November 26, 2018
I implemented Hyland Onbase as both a simple and complex document management system across many different market segments for the sole purpose of making scanned and virtual documents easily searchable and accessible. The workflow capabilities of the product as well as the Unity web interface and the ability to seamlessly tie into most 3rd party applications to allow easy associated information lookups within Onbase led to a very dynamic and game-changing product over how companies previously managed their information.
- Integration with third party applications is amazing. Being able to get documents and information through email, folder importing, mainframe screens, other applications, and xml/csv streams was simple, powerful, and effective.
- The Application Enabler utility is one of the best I've seen which allows integration with 3rd party applications to easily pull up and locate related information within an Onbase system.
- The administration of the platform is simple and with minimal training can be maintained by a regular system administrator.
- The Administrator interface, while powerful, is antiquated and has so many options to chose from it can be overwhelming at times trying to find what you need in order to accomplish a task.
- The Unity application is a work in progress and is missing out of some features that are much better in the thick client, such as scanning documents in at high volume. This has improved over time, though.
- Hyland Onbase is a content management platform and, while it does handle ingestion and scanning processes, does require a 3rd party application to really complete the whole package. Hyland's Perceptive platform or Kofax Capture complement it greatly.
January 24, 2019
OnBase is used for documentation retention across all departments in our organization. Our IT group has determined that OnBase is the most secure and efficiently managed document retention platform currently available to us and for that reason, we are currently transitioning into making it our primary method of storing all of our important documents including financial statements, tax returns, invoices, and contracts.
- 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.
February 01, 2018
OnBase is being used by our entire organization. The primary purpose is for document storage. However, a good chunk of its use is also for workflow functionalities. For example, a document comes in of a certain type, someone looks at it and pushes a button, it goes to another person who pushes another button which moves it out of the workflow area.
- 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 by Hyland is currently used by my organization to store and manage documents. These include data releases, legal documents, rent payroll and other documents we want to centralize. Overall, OnBase is useful for having a central location that users can search in to pull documents that are needed for the task at hand. We primarily use it to store brokerage reports and other market based data.
- 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.
We use OnBase to reduce paper flow through many departments. we have a workflow process setup to ingest payable invoices to go directly into our accounting system. We use Onbase through many departments to make things easier and more visible to people. This has helped us decrease our paper flow and increase productivity.
- Scanned images are easy access to employees to find things.
- We have gotten rid of all of our filing cabinets, no need for paper.
- We can have out auditors access images without being physically here.
- Workflows are hard to change, usually have their tech people do this work.
- Some of the timers on products do not work all the time.
- The software is constantly upgraded every year, causing lots of testing for changes.
OnBase by Hyland Scorecard Summary
Feature Scorecard Summary
What is OnBase by Hyland?
OnBase is an enterprise information platform that supports a variety of
content services for managing content, processes and cases throughout an
organization. OnBase centralizes important business content in one secure
location, and then delivers relevant information to the right people when they
need it, wherever they are. For more information visit Hyland.com.
OnBase by Hyland Competitors
IBM FileNet Content Manager, Oracle WebCenter Content, Laserfiche, Alfresco Content Services, Box, Nuxeo, OpenText Enterprise Content Manamagement (ECM), M-Files
OnBase by Hyland Pricing
- Does not have featureFree Trial Available?No
- Does not have featureFree or Freemium Version Available?No
- Does not have featurePremium Consulting/Integration Services Available?No
- Entry-level set up fee?No
| Edition | Pricing Details | Terms |
|---|---|---|
| OnBase | 25,000 | one-time purchase |
OnBase by Hyland Technical Details
| Deployment Types: | SaaS |
|---|---|
| Operating Systems: | Unspecified |
| Mobile Application: | No |