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OnBase

OnBase

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.

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Recent Reviews

TrustRadius Insights

OnBase by Hyland is a versatile software solution that is utilized by organizations across various industries for a wide range of document …
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OnBase

9 out of 10
March 15, 2023
Incentivized
OnBase is used across the entirety of the organization in a variety of different ways. Its primary use is as a document storage solution …
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Awards

Products that are considered exceptional by their customers based on a variety of criteria win TrustRadius awards. Learn more about the types of TrustRadius awards to make the best purchase decision. More about TrustRadius Awards

Popular Features

View all 13 features
  • Document management (42)
    9.9
    99%
  • Content capture & imaging (41)
    9.2
    92%
  • Records management (40)
    8.5
    85%
  • Content search & retrieval (43)
    8.5
    85%

Reviewer Pros & Cons

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Pricing

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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

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OnBase Demo | OnBase User Security

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Watch the Demo: OnBase Report Dashboards

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Watch the Demo: OnBase Workflow Approval Management

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OnBase Demo | Store Documents with Retention Module

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OnBase Demo | Capture Content by Scanning or Import

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Features

Enterprise Content Management

Features related to managing business content and transactional content for enterprises.

9
Avg 8.2
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Product Details

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

Screenshot of an Approval for an Ad-Hoc Task.Screenshot of Onbase's Dark Mode.Screenshot of the Document Viewer.Screenshot of the Send to Department feature.Screenshot of the Workflow Stage.

OnBase Video

OnBase. One platform, unlimited potential.

OnBase Technical Details

Deployment TypesOn-premise, Software as a Service (SaaS), Cloud, or Web-Based
Operating SystemsWindows, Linux, Mac, Chromebook
Mobile ApplicationApple iOS, Android
Supported CountriesAustralia, Canada, France, Germany, India, Ireland, India, Italy, Mexico, Netherlands, New Zealand, Philippines, Singapore, South Africa, United Arab Emirates, United States
Supported LanguagesArabic, 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

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.

IBM FileNet Content Manager, Oracle WebCenter Content, and Laserfiche are common alternatives for OnBase.

Reviewers rate Document management highest, with a score of 9.9.

The most common users of OnBase are from Enterprises (1,001+ employees).
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Comparisons

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Reviews and Ratings

(94)

Community Insights

TrustRadius Insights are summaries of user sentiment data from TrustRadius reviews and, when necessary, 3rd-party data sources. Have feedback on this content? Let us know!

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:

  1. 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.

  2. 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.

  3. 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

(1-25 of 43)
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Sheila Shaver | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
Verified User
Incentivized
Different ways to ingest items into OnBase - Scan, DIP, Bar Code Recognition or bring in through Microsoft Outlook. Items can be restricted and secured by either group, user or a specific keyword value. There are dozens of add-on modules to help accomplish or automate any task your process might need. If you're going to use for much more than basic document filing and retrieval, a dedicated OnBase Administrator position should be required. If you don't purchase Hyland's Premium Subscription for training, the courses open to everyone is severely limited and hinders frequent upgrades due to the time it takes for self-teaching and testing.
December 12, 2023

OnBase is GREAT!

Score 10 out of 10
Vetted Review
Verified User
Incentivized
OnBase is well suited in all areas throughout the credit union. It is used for document storage and retention management, form design, document OCR, report processing, and document approval and workflow routing. OnBase can be accessed via the Hyland mobile app for ease of access whether on-site or away from your desk.
Score 10 out of 10
Vetted Review
Verified User
Incentivized
OnBase is an outstanding product. It has a track record of providing companies a powerful tool to address business problems in an easy to use and easy to configure ECM solution. It is great serving as a repository for all business documents. Also, it does well in creating solutions when other software products fall short.
March 15, 2023

OnBase

Score 9 out of 10
Vetted Review
Verified User
Incentivized
OnBase is well suited for storage of documents and other items an organization would need. It also does a great job with integrating with other applications, especially Epic. Unity forms, mass import tool, and mailbox importer as all fantastic tools that have helped the staff immensely improve work performance.

Some workflow features are strong but some of the applications OnBase integrates with have more specialized workflows that move more smoothly.
Score 10 out of 10
Vetted Review
Verified User
OnBase is an awesome tool especially for process automation. We highly utilize it for approval processes throughout the organization. We also built an AP process to approve and reconcile AP transactions and feed journals to our ERP system. I have worked in the Information Technology field for over 25 years and Hyland has the BEST Customer Support Team I have ever worked with. The OnBase Studio tool makes developing Workflow life cycles and Workview applications extremely easy.
Andy Barker | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
Verified User
Incentivized
OnBase is well-suited for content management needs - especially when there are many channels by which new content needs to be captured. Even if your organization has a heavy investment in legacy terminal-based apps, OnBase has the ability to integrate with those to provide document storage and retrieval. As for process automation, OnBase workflow allows for the development of no-code rules-based processes that can be routed throughout your organization to slash response times, so they're a great fit for organizations looking to reduce reliance on paper but perhaps don't have extensive in-house programming staff.
Matthew Guzzi | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User
Incentivized
It’s well suited for document storage and retrieval. Automating business processes using Workflow and building applications in Workview. OnBase has drastically improved our businesses processes and made everyone’s job easier.
Score 10 out of 10
Vetted Review
Verified User
Incentivized
OnBase is a content services solution for organizations that need high visibility to documents or information across multiple teams or departments. It supports users' access control, workflow functionality with transaction history, electronic document retention, and destruction documentation. Hyland can support the organization for implementations or solutions, or the organization can utilize the education services and build out the solution themselves.
Score 9 out of 10
Vetted Review
Verified User
Incentivized
OnBase is a great product with a lot of features and a lot of flexibility for customization to implement various business needs. OnBase makes external integrations with various business systems easy. OnBase is robust - it can support the demanding usage needs of multiple departments. OnBase is stable and secure. OnBase has been reliable and easily scalable.
Tyson Baker | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User
Incentivized
OnBase overall is a fantastic system and really does a lot for the organization. Indexing and storing documents of course is the main reason we use OnBase, but it also has a lot of features that we use every day. Workflows are the most common way that our employees interact with OnBase, but we also ingest thousands of documents every day, and with our continued rate of growth, we don't see OnBase having any trouble handling the added traffic. The reason I don't give OnBase a 10 for a few reasons. We are an OnPrem solution, and I feel like a lot of the products and tools coming out for Hyland to lead to a smoother experience on the cloud, whereas we have a much harder time configuring and setting up new services for OnBase. What doesn't help with this is the lack of documentation and training that Hyland has. Most documentation is outdated, and training is behind a paywall which can be frustrating when setting up a new service. If Hyland were to open up their training for free, then they would most likely receive a 10.
Ellie Barry | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User
Well Suited - Real applications active in a production environment
  • 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
Not Well suited? All project requests to date have been easily solved utilizing OnBase and the tools we have.
Score 10 out of 10
Vetted Review
Verified User
Incentivized
OnBase is a wonderful solution for document and content management. The modularity and licensing allows organizations to start with a small investment and increase as they use the solution more. It is very customizable in my experience. This could be seen as a negative for those looking for something that works right out of the box. Assuming you are willing to build the solution to fit your organization though, I think OnBase is an excellent solution.
Desiree Moore | TrustRadius Reviewer
Score 8 out of 10
Vetted Review
Verified User
Onbase is great for its intended purposes. Any documents we receive we are able to import them to Onbase and quickly access them for future use. Onbase gives the opportunity to provide as much detailed information as possible to the document should we need to pull it for purposes of litigation. We were also able to import data from other systems as a method of retaining previous owner records.
Score 7 out of 10
Vetted Review
Verified User
Incentivized
The best use case for Hyland Onbase would be a large organization that has many departments that needs to share documents across those departments. For organizations like this can better use the mark up features and the automated workflow engine to allow for notifications and faster processing.

In situations where you are pulling in documents in house and also reviewing them within your own area OnBase seems like overkill. There are many products out there that can function as document storage. OnBase doesn't have any fancy tricks that I have seen to merge different file types like tiff, jpg, or pdf so there isn't any magic going on here.

Hyland has a large ecosystem of OnBase adjacent add ons that can support a variety of different software systems. If you are looking to automate business processes in another software system based on the processing in OnBase I could see that being very attractive. We do not leverage those features as the cost and work required is prohibitive but in a large enough setting I would see that being a value add.
Score 9 out of 10
Vetted Review
Verified User
Incentivized
The overall product itself is first class. The Hyland training department and the material provided is first class as well. The solution is scalable and agile. Because a solution can be configured with no coding required, it can meet needs without additional staffing. Solutions with Hyland can also be built on to. So, say you start with a small scan, index, and retrieve function and then later want to add on a workflow piece, you can take the same information, system and add on to the solution. From there, an organization can add on additional functions like work view/case management, advanced capture, and other modules to grow the solution.
Beverly Ehlbeck | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User
It is important to appropriately resource your OnBase [by Hyland] implementation. To have an optimal implementation an organization should have an internal dedicated OnBase Administrator, adequate IT resources for a production, development and likely a search server. Focused to project and change management is another key factor to success. If an organization does not have the resources to dedicate it may not be the right time to implement any electronic document or content management system.
Beau Sorensen | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User
Incentivized
OnBase by Hyland shines wherever you need to manage loose documents. These may be electronic files that are sitting on a computer or it may be a room full of paper files. Either way, you can choose your document types, categories, access, and tags with ease. It is incredibly robust and will store millions of files securely and safely.
September 09, 2020

An Overall Solid Product

Eric Zelina | TrustRadius Reviewer
Score 8 out of 10
Vetted Review
Verified User
Incentivized
OnBase does well with document storage, workflows, and scanning and indexing documents. A specific case in which it was very useful was a department that had a large amount of physical files that they wanted to transition over to be stored digitally. There were five different types of documents that each had their own cover sheet. We were able to build a scan queue as well as an automated workflow that utilized the advanced capture module of OnBase that detected specific areas of the different cover sheets to automatically index the documents and enter in several keywords. This process was made much more streamlined and efficient with the different capabilities of OnBase.

A less specific scenario when OnBase may not be the best option is when sharing documents between two different companies is required. Transferring documents directly from OnBase to a different organization is difficult if the other organization does not also have OnBase. Either the documents need to be saved outside of OnBase then sent using a different method, or the other organization needs access to your company's OnBase environment.
September 08, 2020

OnBase - the Tie that Binds

Timothy Oliver | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
Verified User
Excellent as a content management system. Its workflow functionality and integration between applications is seamless. Its mobile components are excellent especially when used in conjunction with location thru its ESRI integration. Records retention could use some work.
Kyle Swearingen | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
Verified User
Incentivized
OnBase has provided us so many advantages with our business processes; I can't think of any situations where it is less appropriate. We are integrating every single internal process into OnBase so our employees have full clarity on where to go to have a holistic view of our data. There is no confusion as to what system our employees work on. The integration capability with 3rd party software is unmatched.
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