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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 …
Continue reading
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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
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.
  • Automated forms processing through workflow: Retrieve information from external database, update form, send notifications, acquire approvals.
  • Outlook Integration: File and retrieve emails or documents from OnBase while remaining in Microsoft Outlook.
  • Use barcodes to automatically import and index documents with no user interaction required.
  • Training. Hyland offers Premium Subscription training, but there is a cost. I feel that since upgrades are part of our maintenance agreement, we should be able to access the training required for using and understanding the upgraded modules.
  • Workflow Documentation. Workflow generates documentation for either the Admin or the User. Neither one is easily modified to acquire only the information we really need and the users will understand.
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 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.
  • Workflow/Routing of documents
  • User friendly
  • Forms design
  • Automation of processes
  • Support
  • Ensure product documentation is consistent and contains up-to-date instructions.
  • Defining technical support vs. paid consulting services
  • As a company, focus on the core Hyland products and ensure acquisitions are relative to the core products. As well as, better communication explaining how OnBase benefits from said acquisitions.
  • Modify Premium subscription licenses based on the tier approach or usage.
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
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.
  • Replace systems that utilize forms to organize/report on the information collected
  • Workflow is used to quickly/easily configure an improved business process
  • Unity Forms allow us to quickly create business forms that feed workflows. Requests are processed much quicker and accurately because the information is routed immediately to proper personnel to work.
  • Reporting Dashboards allow us to create useful reports to key personnel. This is extremely flexible because we can report on OnBase information as well as external sources.
  • The interface for the basic configuration module has not changed in many years. This is functional, but in need of update.
  • Security Keywords are very useful, but in my experience, can only be entered one at a time. This needs improvement - i.e. ability to load a spreadsheet of keyword values.
  • A cleaner, easy to use change management/migration tool would be great.
OnBase 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.
Angie Malone | TrustRadius Reviewer
Score 7 out of 10
Vetted Review
Verified User
Incentivized
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.
  • Forms/Workflow
  • Document Mangement
  • User friendly
  • Documentation in MRG's/on documentation site
  • Accessibility settings in unity forms for WCAG compliance
  • More features in Unity and Web client that currently only in Thick Client
OnBase is well suited for institutions that have a capable technology team where there are multiple staff who are responsible for administrative tasks in OnBase. We have a staff of 2 administrators and 3 analysts at [..].
March 15, 2023

OnBase

Score 9 out of 10
Vetted Review
Verified User
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 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.
  • Its a robust storage solution
  • Integrates well with Epic
  • Unity forms are easy to create and use
  • distribution services for sending email notification as reminders is a great tool
  • user brief case mode for disconnected work
  • PDF conversion tool being the same in workflow as it is in Virtual Print Driver
  • App enabler usage tracking reports
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 6 out of 10
Vetted Review
Verified User
Incentivized
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 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.
Scanning, process automation, and integration are areas where OnBase excels! Support has gotten worse over the years.
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!
  • The Workflow engine is awesome for automating approval processes. We use OnBase for Legal requests, hardware requests, travel requests, corporate credit card requests, file transfer requests.
  • Workview is an incredible module for gathering and displaying summary information. We utilize it highly in a subsidiary to manage their legal contracts, their financial billing process and their travel.
  • We use the Document Import Process coupled with Unity API for writing custom code to automate processes to send and receive data from other systems that are not yet API enabled.
  • We recently have received a couple projects to utilize API. That functionality in our version is somewhat limited. We are excited to upgrade and be able to utilize more.
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
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 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
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.
  • Workflow
  • Forms
  • Document Storage and Retrieval
  • Process automation
  • Rapid Application Development
  • OnBase is so robust I am still learning all of the features.
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
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.
  • Low code system design
  • API integrations to support multiple challenge
  • Implementations and professional services
  • Education support and training classes
  • Customer community sharing and connection options
  • Service support response time
  • Separate support for customers who hosts their software in-house versus customers who allow Hyland to host their solution versus resell vendors
  • More timely updates to solution software support documentation
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 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.
  • Scanning documents
  • Organize and store documents securely
  • Display documents based on user roles
  • Facilitate secure delivery of documents to customers
  • There are areas of improvement for tools provided to migrate changes from one environment to another.
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
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.
  • Workflows
  • Document Retention/Security
  • Document Ingesting/Indexing
  • Document Retrieval/Storage
  • Documentation is lacking
  • OnBase/DocuSign Integration
  • Affordable Training
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
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.


  • Workflow and Configuration - easy to learn
  • Documentation for each application and toolset
  • Hyland Account Managers and staff are knowledgeable
  • Robust User Community that helps solve an issue or make recommendations
  • Web client - no application installation needed on a PC for users
  • Cloud services need some maturity - good for new users but harder for on-prem to justify for us
  • Upgrades - Internal testing improvement to reduce bugs
  • Support - internal experience is lacking in specific application areas they support
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
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.
  • Document maintenance
  • Customizable workflows
  • Securing data and information
  • Granular configuration
  • Support has gone down in quality in the past couple years
  • Pricing on certain modules is prohibitive for smaller organizations
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.
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.
  • OnBase provides solutions that are easy to manage.
  • OnBase has integrations with other software platforms.
  • OnBase makes it easy to capture and process physical and electronic content, so the information is accessible to users immediately after import.
  • It would be nice to have a dedicated support team when an issue arises instead of opening a ticket and being placed in a queue for support.
  • The support turnaround time is lacking. Sometimes we wait hours or days for a response.
  • If your issue isn't resolved with support upon first contact, it is hard to get a follow up.
OnBase has been a great solution for our institution. We were able to take many manual processes and turn them into electronic processes that flow through OnBase for reviews and approvals.
Desiree Moore | TrustRadius Reviewer
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.
  • Manages Information.
  • Processes Uploads to applicable categories effectively.
  • Handles documents of incredible sizes.
  • Updates!!!!
  • Adding and deleting accesses.
  • Modifying document uploads.
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
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.
  • Houses documents for easy retrival.
  • Allows for simple document scanning and storage.
  • Has the ability to allow paperless document import so document do not have to scanned.
  • Makes the review and document sharing process easy.
  • Has security features that allow you to keep only the staff you want to view documents able to access them.
  • I personally find the user inferface to be obnoxious and obtuse.
  • When we have issues it is often hard to resolve the problem as there are many variables such as file types, DPI, and scanner setting that combine to make it hard to pinpoint trouble spots.
  • The upgrade process has always been a nightmare for our team. We are not on the latest version now due to this issue.
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
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.
  • OnBase by Hyland offers scalability that we couldn't get anywhere else.
  • OnBase by Hyland is low-code configurable. With the right training and effort, great solutions can be built without heavy programming.
  • OnBase by Hyland is dynamic in the available use cases. We are able to use it for submitting documentation to sending out audit information for review. Its uses are endless.
  • OnBase by Hyland could do a better job vetting out each of the releases to ensure that functional work doesn't break after the upgrade.
  • OnBase by Hyland needs to make some changes within their software support team. Turn around of issues or escalating ongoing issues shouldn't take as long as it has taken us on some recent issues.
  • OnBase by Hyland feels like many of the departments work within different silos instead of as one organization. I will just leave it at that comment but I do have more that can be said on the topic.
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
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.
  • Digital information records management from creation of document to destruction including document retention automation
  • Streamlining access to information through retrieving, routing, and relating documents through the use of keywords
  • Restricting access to records and providing accountability through detailed access logging
  • Routing of information based on keyword values
  • Integrating with other software systems to provide seemless centralized document management
  • It is a complex system that can be overwhelming to understand initially so there is a risk of less than optimal initial configuration unless you have an experienced solution expert that takes the time to fully understand your specific business needs
  • Understanding options for backfile import was and continues to be a challenge for us. There are many ways to streamline these processes but hard to understand them
  • There are not very many Canadian Partners for Hyland
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
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.
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 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.
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
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.
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
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
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.
Dean Johnson | TrustRadius Reviewer
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.
  • 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.
We use OnBase in all departments so it is suited for any one looking to improve ROI and automation of tasks.
Solange K. R. Charles, MIB | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User
Incentivized
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
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