OnBase - Data, Documents, Workflow and Processing no longer a chore
OnBase is our Enterprise Electronic Content Management system. 30+ departments use OnBase for retrieving documents that have been entered …
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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.
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Popular Features
- Document management (42)9.999%
- Content capture & imaging (41)9.191%
- Content search & retrieval (43)8.484%
- Records management (40)8.484%
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OnBase Administrator / Systems Analyst
City of Cedar Rapids (IT Dept) (Government Administration, 1001-5000 employees)
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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.
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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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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
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OnBase. One platform, unlimited potential.
OnBase Integrations
OnBase Competitors
OnBase Technical Details
| Deployment Types | On-premise, Software as a Service (SaaS), Cloud, or Web-Based |
|---|---|
| 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
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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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!
- Business Problems Solved
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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.
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Reviews
(1-25 of 43)Companies can't remove reviews or game the system. Here's why
OnBase is our Enterprise Electronic Content Management system. 30+ departments use OnBase for retrieving documents that have been entered by Building Services, Clerk's Office, Finance, HR, PD, Public Works, Purchasing, Risk Management or Utilities. We have over 50 workflows automating many processes - to name a few: Agenda Management, Boards & Commissions (using Workflow & WorkView processes, HR Personnel Form approvals, Finance AR/AP/Payroll Report Approvals, Public Works using barcodes, Insurance Certifications/renewal notifications and PD Citation processing/Case Management. We have eliminated a lot of cumbersome emails and attachments by filing the
supporting document in OnBase and automatically have a notification sent to the required personnel with a hyperlink to the filed document.
Different modules used in conjunction with Workflow have significantly reduced the time it takes to complete tasks.
December 12, 2023
OnBase is GREAT!
OnBase is used as our centralized document management system. All departments within the credit union use or benefit from OnBase's functionality. We not only use OnBase for document storage, but for routing of tasks, information, and/or approvals. OnBase is integrated with our core processing system and our online banking system which is a great benefit to our staff and members.
December 08, 2023
Long Time User of OnBase as Developer and End User
We use OnBase throughout our bank - HR, Commercial/Consumer Loans, Accounting, Deposits, Security, Compliance, Wealth Management, etc. Solutions include: central repository for all documents, workflow, smart forms (Unity Forms), and reporting. It is a tool that is utilized to streamline business processes and provide easy and secure access to documents.
October 20, 2023
OnBase Review - Higher Education
We use OnBase as our system of records for document management and retention. We also use OnBase as a tool for creating student forms which route through workflows that multiple departments use. Using OnBase forms and workflow in the capacity we do has transformed the way [...] processes students documents. We went from 4 week turn around times on transcript processing for evaluation to a day. We went from paper forms, to PDF forms that were emailed to the end user to now digital forms that route to workflow queues.
March 15, 2023
OnBase
OnBase is used across the entirety of the organization in a variety of different ways. Its primary use is as a document storage solution that is used in conjunction with other systems such as our primary EMR Epic. Along with storage and integration, workflow processing is a major tool used by the organization for all of its departments. For an example accounts payable will use it for processing and finalizing payments. OnBase is also used for its mass import capabilities such as DIP, COLD, mailbox importer and EDI, especially by out billing areas to quickly bring in needed documents for the workflows. For our EDI ingested documents OnBase also makes use of style sheets to turn raw data from external sources, such as Medicaid, in to human readable forms. Another major use of OnBase by Catholic Health is of Unity Forms which have found more and more use in new departments to ease workflow, cut down on time, and reduce paper use.
December 30, 2022
Healthcare and OnBase: match made in heaven?
OnBase is used across the organization in many different departments, on the clinical and back office sides.
December 29, 2022
OnBase is an incredible tool that is well worth the investment!!
Score 10 out of 10
Vetted Review
Verified User
We use OnBase for Employee Travel & Entertainment Request Management, Revenue Recognition and Deferrals, Accounts Receivable Request Management, Issuer and Prime Client Contract Request and Management, Human Resources Document Repository, File Transfer Request Management and Hardware Request Management. There are endless manual processes that can be automated with OnBase. It's an incredible tool!
December 14, 2022
A highly tool-able ECMS to meet almost any requirement set
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.
December 14, 2022
Hyland OnBase is a Market leader and worth the investment
We use Hyland OnBase for case management, document management, automating business processes using Workflow and for our forms.<br><br>OnBase allows us to automate our business processes and to reduce manual processing and errors. It’s been a huge time saver and makes finding and managing our data easier.
December 08, 2022
Advancing content services in a homerun kind of way
Document storage, retrieval, and retention for customer-related documents. Workflow solutions related to the documents supporting processes such as loan servicing, process validation, and data capture.
OnBase is used as the Enterprise Content Management platform for various business documents. OnBase is used for ingesting documents sent to the company as well as for ingesting documents returned back to the company. OnBase helped solve the problems related to securely store documents. OnBase facilitates secure display, delivery, and sharing of documents to internal and external customers.
December 08, 2022
OnBase from a System Administrator Perspective
We are very heavy users of OnBase as it is our primary document retention system for our organization. We have over 200+ workflows and 300+ doctypes. We use OnBase workflows to process and complete unity forms and doctypes that deal with loans, deposit accounts, disputes, policies & procedures, etc. We have also recently started using OnBase API to automate processes that employees must manually key every day. The API piece of OnBase has opened the door to a lot of possibilities for our business process to help reduce errors and have employees focus on more meaningful projects/tasks. We use OnBase almost everywhere in our organization. There aren't many business processes that OnBase doesn't have a piece in.
December 01, 2022
OnBase Projects are easy and fun
Score 9 out of 10
Vetted Review
Verified User
OnBase was selected to replace 2 legacy document management systems and integrate with SAP as part of the implementation in 2010. Hyland services installed and created all the initial configuration for the SAP archivelink integrations, AP Invoice workflows, as well as integrating with an Oracle application.
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.
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.
November 28, 2022
Highly Customizable Document Management Solution
We started using it to manage our HR and AP/Accounting documents to eliminate our reliance on paper documents. Once we had moved most of our documents to digital storage we expanded the solution to take advantage of their workflow and digital document solutions. OnBase continued to grow to also be used for our associate policies, various workflow applications, and storing documents across the organization, not just in HR and Accounting.
November 04, 2022
Enterprise Content Management Software Review
Score 8 out of 10
Vetted Review
Verified User
OnBase by Hyland is our document and report repository. We heavily utilize workflow in our institution. We took a very manual paper process and made it 100% electronic.
April 28, 2022
OnBase for Records Management.
Score 8 out of 10
Vetted Review
Verified User
Onbase is our primary records management software. We utilize it to file away and access all documents related to Owner Accounts, maintenance, and transfers. We also assign certain work-related items to individuals working for the purpose of accessing responses inbound and outbound. Utilizing it as a work queue also allows us the ability to keep secure information safe by eliminating the need for paper in our organization.
November 09, 2021
Hyland OnBase - Evaluate Your Needs Before Purchasing
We use Hyland OnBase in the department in which I am employed and several other offices across campus as well. For the most part OnBase is used as a respository for digital document storage. My office takes in documents from students and other outside agencies and scans them directly into OnBase for storage and review. They also have workflow features built into the product that allows you to set up a chain of actions that can follow document processing. We use that to a limited degree but that could liekly be more useful to users that more often are sending documents betweening processing untis. Much of our reviewing is done within the office. The software does allow for mark up. Again, this is a feature we do not use agressively. With some types of documents we do some highlighting and adding of notes so if you work in an environment where documents are submitted with errors and require a back and forth this feature set will likely be more valuable.
February 13, 2021
OnBase by Hyland: An Honest Review
OnBase by Hyland is used enterprise-wide within our organization. Not only is it used for store and retrieve of documents, but we also have many workflow processes for Deposit Account Services, Loans, Wires, BSA, Audit, Human Resources, IT, and Research just to name a few. We also currently have several WorkView solutions for our Project Management Office, Facilities Management, and Information Services.
January 28, 2021
Feature rich content and records management system that will help much more than anticipated
Score 9 out of 10
Vetted Review
Verified User
We are using OnBase [by Hyland] throughout the organization. The primary reason we bought it was to transition from paper to electronic document management and improve our document retention and destruction processes. During implementation, we realized that OnBase can provide much more functionality than simple document management. We are in the process of implementing additional functionality including digital forms, and full digital content management including workflows and information routing and approvals. OnBase integrates with our Cityworks work management solution and Vadim iCity financial system to provide seamless integrated document access.
November 24, 2020
Get OnBase and hit your document management needs out of the park
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.
September 09, 2020
An Overall Solid Product
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.
September 08, 2020
OnBase - the Tie that Binds
Score 10 out of 10
Vetted Review
Verified User
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.
September 07, 2020
Unlimited innovation and integrations
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.
September 04, 2020
One platform for us all, Hyland can do it!
Score 10 out of 10
Vetted Review
Verified User
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.
October 22, 2019
Versatile Workflow and Data Mamagement
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.