OnBase by Hyland Reviews

44 Ratings
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Score 7.8 out of 100

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Reviews (1-19 of 19)

Erica Terry | TrustRadius Reviewer
October 03, 2019

Need a one stop secure shop for Documents? OnBase is your software!

Score 9 out of 10
Vetted Review
Verified User
Review Source
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.
This software is well suited if you have multiple documents that need to be attached to a customer or student and want easy access to all documents for that individual to better assist and provide customer service to them as a whole. It makes time management easier as well to assist without losing efficiency.
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Solange K. R. Charles, MIB | TrustRadius Reviewer
October 22, 2019

Versatile Workflow and Data Mamagement

Score 9 out of 10
Vetted Review
Verified User
Review Source
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
At the end of our gift processing streamline all gift documents are uploaded into Ombass based on the unique gift identifier associated with each batches gift from RE
Read Solange K. R. Charles, MIB's full review
Anonymous | TrustRadius Reviewer
October 21, 2019

Great customization, but a bit buggy

Score 7 out of 10
Vetted Review
Verified User
Review Source
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.
I think OnBase is best suited for situations where customization is needed, but also where the workflow used is not too complicated. We found OnBase's customer service to be very attentive during the design process, but we have struggled to eliminate the bugs in the system that we have discovered over time.
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Anonymous | TrustRadius Reviewer
October 15, 2019

OnBase at The CIty

Score 9 out of 10
Vetted Review
Verified User
Review Source
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
It is well suited where there is already a culture of electronic documents and work processes. It is less appropriate if all you have is a file room full of paper. You do need appropriate support staff on the technical end, but I must say that OnBase has an extensive training video library. Every technical person I have spoken with at OnBase has been phenomenal.
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Russell Ullinger | TrustRadius Reviewer
December 19, 2018

My Experience with Supporting OnBase

Score 10 out of 10
Vetted Review
Review Source
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.
OnBase's potential is nearly limitless. If you have an experienced vendor to support you with your business processes, there is nearly always an opportunity to use OnBase to enhance that process. It has a strong API, workflow, and many modules to support your business requirements.
Read Russell Ullinger's full review
Anonymous | TrustRadius Reviewer
February 26, 2019

An amazing product to streamline departments and integrate applications and servers

Score 10 out of 10
Vetted Review
Verified User
Review Source
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.
Assignment of work, document review workflows, work views for specific departments, application integrations with web services and API’s.
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Anonymous | TrustRadius Reviewer
January 24, 2019

Secure Document Retention Solution

Score 7 out of 10
Vetted Review
Verified User
Review Source
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.
OnBase is a useful tool in scenarios where documents need to be deleted after a certain period of time. The software is also useful where workflow processes are required. For instance, one of the ways that my company uses OnBase is for customer sales tax exemption workflow and storage. Our operations team has the ability to scan exemptions into a review queue where the tax department reviews the forms for completeness and accuracy before adding keywords to the document for storage and later retrieval within OnBase. Old forms are automatically deleted after a certain amount of time.
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Anonymous | TrustRadius Reviewer
November 26, 2018

The Cadillac of CMS.. it will nickle and dime but it has a great ride.

Score 8 out of 10
Vetted Review
Review Source
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.
Hyland Onbase is simple, effective, and just works for when it comes to content management systems. Many companies rely on static folder structures for storing information or Excel/Access tables which can easily become a mess whereas with Onbase every document is unique and access can be restricted/audited depending on user permissions. It allows for a company to easily take control of their information and be more productive.
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Andrew Yoder | TrustRadius Reviewer
March 29, 2017

Document Management in Higher Education

Score 8 out of 10
Vetted Review
Verified User
Review Source
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.
Works great for organizations with distributed personnel and has the ability to allow segmentation based on organizational rules, and for organizations who need to split storage costs for documents. Good support for a variety of file types and best suited for a primarily Windows environment. While it is possible for non Windows users to interact with OnBase through a web client, the experience will be less than ideal. For heavy scanning environments its best to stick with the traditional OnBase Client as the Unity Client (OnBase 16 SP2) still struggles with handling large batches of documents.
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Robert Weist | TrustRadius Reviewer
March 27, 2017

High-Level Department Use of OnBase

Score 9 out of 10
Vetted Review
Verified User
Review Source
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.
  • 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
  • Business Process Management; HR/Finance Integration
  • Workflow to manage the AP invoice payment approval process
  • HR for application review and approval
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Evan Hancock | TrustRadius Reviewer
March 13, 2017

Tactical Review

Score 7 out of 10
Vetted Review
Verified User
Review Source
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.
OnBase does a strong job of presenting application components in an easy to read and review manner, and overall, it is easy to sort and filter through the mass of applications we receive. However, it can be hard to undo decisions, and there aren't a lot of ways to flag different documents. Also, the program can often lock a user out of a particular document if it freezes in the middle of working on it. This can be a real hassle when you reboot and try to go back into the file.
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Christopher Bunner | TrustRadius Reviewer
March 08, 2017

OnBase makes ECM a task, not a chore.

Score 9 out of 10
Vetted Review
Verified User
Review Source
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.
When properly designed and implemented, OnBase is a robust, highly functional enterprise content management solution that provides an easy to use interface for the end users. The end user experience is customizable, while at the same time, provides system administrators the ability to standardize many features and aspects of the client. This, combined with the ease of deployment and maintenance, makes it a great solution for ECM needs.
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Robby Tabuchi | TrustRadius Reviewer
March 08, 2017

OnBase is On Point!

Score 9 out of 10
Vetted Review
Verified User
Review Source
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.
Scenarios where OnBase by Hyland is well suited, include logging and retrieval of a transaction, legal/contractual, and intent documents. These documents are necessary to be retrieved quickly for a research and development professional, accounting, and leadership. OnBase by Hyland is less appropriate in logging and retrieving simple descriptive information that could be better suited for a large database system.
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Jared Jozsa | TrustRadius Reviewer
March 08, 2017

OnBase is OnPoint.. mostly

Score 7 out of 10
Vetted Review
Verified User
Review Source
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.
If you're a smaller company who doesn't have an IT staff available - OnBase is a great solution to fit your needs; Unity Designer allows non-programmers to efficiently create Unity forms.

If you're an adept programmer, you will find Unity Designer to be somewhat frustrating at times; it is built for people who are not programmers.
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Bridget Mullally | TrustRadius Reviewer
February 25, 2016

OnBase by Hyland Review

Score 9 out of 10
Vetted Review
Verified User
Review Source
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"
OnBase does seem to work better as an applicant tracking system than a customer billing system.
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Anonymous | TrustRadius Reviewer
February 01, 2018

OnBase - it stores your docs

Score 7 out of 10
Vetted Review
Verified User
Review Source
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 is well suited for environments that aren't trying to replace their COMPLICATED workflows with OnBase. If you want to do basic routing, emails, document storage, etc. OnBase is great for that. OnBase is also one of the more cost-effective solutions out there. However, if you are planning to do advanced API calls, advanced forms, and things of that nature you may want to look very carefully if OnBase is the right choice.
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Anonymous | TrustRadius Reviewer
April 12, 2017

OnBase is On Point!

Score 8 out of 10
Vetted Review
Verified User
Review Source
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.
OnBase is best used whenever specific documents, particularly older ones, are required. Using the date sorting metrics, it's easy to find documents that would otherwise take some time to dig up. OnBase is not particularly useful as a method for tracking signatures or documents which require signing by multiple people in an office. Something like Docusign might be better for this.
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Anonymous | TrustRadius Reviewer
March 17, 2017

OnBase rocks

Score 9 out of 10
Vetted Review
Verified User
Review Source
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.
Great for paper reduction and ease of ingesting things into the system.Helps save time and paper, smaller footprint, less file cabinets. They have a great support staff that helps with issues and can go online and help you.The constant upgrading and changing can be somewhat of a hassle due to extensive testing that needs to be done.
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Anonymous | TrustRadius Reviewer
January 29, 2016

Engineering Drawing Management Made Easy with OnBase by Hyland

Score 10 out of 10
Vetted Review
Verified User
Review Source
OnBase by Hyland is our enterprise drawing management program for engineering drawings which supports our operating plants in the US. Drawings are also available to our viewers in Canada.

  • 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.
We utilize OnBase for managing our engineering drawings and managing revisions that occur through our management of change process to these drawings. I can only say that it works well for this process in our organization.
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Feature Scorecard Summary

Content capture & imaging (17)
File sync, storage & archiving (17)
Document management (18)
Records management (18)
Content search & retrieval (19)
Enterprise content collaboration (14)
Content publishing & creation (11)
Security, risk management & information governance (17)
Contract lifecycle management (12)
Automated workflows (6)
Artificial intelligence (2)
Mobile support (5)
Integration (6)

About OnBase by Hyland

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.

OnBase by Hyland Competitors

IBM FileNet Content Manager, Oracle WebCenter Content, Laserfiche, ASG Mobius Content Services, Alfresco Enterprise Content Management, SmartSearch Document Management, Perceptive Content (formerly ImageNow), Micro Focus Content Manager (formerly HP Records Manager)

OnBase by Hyland Technical Details

Operating Systems: Unspecified
Mobile Application:No