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 | 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.
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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
(1-22 of 22)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.
- 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.
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.
- 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.
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.
- 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.
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.
- 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
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.
- 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
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!
- 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.
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.
- Customization.
- Breadth of modules & capabilities.
- Content management.
- Google apps support.
- Cloud team responsiveness.
- Dependence on Microsoft Office.
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.
- Workflow
- Forms
- Document Storage and Retrieval
- Process automation
- Rapid Application Development
- OnBase is so robust I am still learning all of the features.
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.
- Workflows
- Document Retention/Security
- Document Ingesting/Indexing
- Document Retrieval/Storage
- Documentation is lacking
- OnBase/DocuSign Integration
- Affordable Training
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.
- 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
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.
- 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
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.
- Organizing and managing myriad forms of data--I haven't met a file type I can't organize.
- Working across applications--OnBase by Hyland does particularly well integrating in with all kinds of different applications like CYMA, QuickBooks, Epic, Netsmart, and more.
- It works well with regulatory frameworks, providing data security and compliance built in with multiple different methods.
- It is really complex. This isn't something that I'd buy and implement in an hour.
- In the spirit of moving forward but staying put, I feel like they go down too many roads at one time instead of pushing towards transformational changes.
- It's complicated at times for end-users, too. You have to shut off avenues at times so they can understand how to use it.
September 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.
- 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.
October 21, 2019
Great customization, but a bit buggy
We use OnBase across several departments who govern user access for PeopleSoft. We previously used a manual process for users to request new or additional access to PeopleSoft, but OnBase provides an online workflow so that we do not have to deal with paper request forms, scanning, or signatures anymore.
- Integrates with our HR system to auto-populate demographic info for users after they log in.
- Our approval workflow solution is highly customized, and OnBase was very accommodating.
- Helpful one-click buttons allow us to move requests forward or backward in the workflow with ease.
- Sometimes a request form gets stuck in the workflow, and one of our business analysts has to manually push it forward.
- Sometimes a request form will not save properly without using odd workarounds, like selecting options on the form that aren't actually needed by the requester.
- We have had some visual bugs for users while they complete the request form online. Drop down menus with strange text layering effects, for instance.
October 15, 2019
OnBase at The CIty
OnBase by Hyland is used in multiple ways by the City of Charlotte. We, in aviation, will be using it as an EDMS and will expand into other areas as user comfort grows.
- Folder structure
- Enterprise search
- Automated form creation
- Actual appearance is kinda clunky
- Difficult to get salespeople to respond
February 27, 2019
An amazing product to streamline departments and integrate applications and servers
Currently, OnBase is being used to streamline medical records and medical record requests across departments at UnitedHealth to eliminate provider abrasion from multiple medical record requests.
- Easy to use.
- TONS of integration opportunities across multiple servers and applications.
- Super easy reporting options.
- Timeouts are inevitable with large quantities of users.
- Due to the size of our company we are constantly buying additional user licenses and storage space <— to be fair I’m not part of this purchasing arrangement and not aware of the reasons this is needed as often as it is.
January 24, 2019
Secure Document Retention Solution
OnBase is used for documentation retention across all departments in our organization. Our IT group has determined that OnBase is the most secure and efficiently managed document retention platform currently available to us and for that reason, we are currently transitioning into making it our primary method of storing all of our important documents including financial statements, tax returns, invoices, and contracts.
- Once familiar with the system, document upload and access is a breeze.
- OnBase allows for customizable document retention periods that can vary across folders or file types.
- Transferring documents from OnBase to external platforms is quick and simple.
- After using local and network drives as the main suppository for important documents for my entire working career, it has been difficult to re-train myself to use another system. The more that OnBase can look and feel like folders in a network drive, the better.
- There are occasions where the response speed of OnBase has been delayed. For instance, I sometimes experience a few second delay in moving between screens within the software. Although minimal, it can be frustrating when compared to the speed of a local drive.
February 01, 2018
OnBase - it stores your docs
OnBase is being used by our entire organization. The primary purpose is for document storage. However, a good chunk of its use is also for workflow functionalities. For example, a document comes in of a certain type, someone looks at it and pushes a button, it goes to another person who pushes another button which moves it out of the workflow area.
- Document storage
- BASIC workflow activities
- BASIC forms for users to fill out/use
- Documentation - If you want basic functionality they do a pretty good job in detailing out an overview of aspects. However, when you get into the technical aspects of their documentation it falls flat. There were many instances where I didn't understand how an aspect would behave and had to call them in order to get the answer. Many times they even had to go directly to a developer in order to get my answers.
- Support - They try to push their clients to use third parties instead of working directly with them. Third parties are great for BASIC troubleshooting, and possibly could be used for training basic administrative functions. However, over time you grow in your OnBase knowledge and calls go something like this: Call support. Explain your situation. They are unsure. You try to convince them to call Hyland. They continue to research. You ask again to call Hyland. They finally do. Explain your situation all over again.
- Functionality - OnBase really tries to push you down a road that they want you to go. What I mean is that they offer a few different ways to access the OnBase data. A few years ago they came up with a new client (Unity) and really....really try to get customers to move to that. This means that other clients become an afterthought, even though that is the primary way your business may interact with OnBase. On one hand this may be okay, however, they also charge you to use this client they are pushing per server, and per client.
April 12, 2017
OnBase is On Point!
OnBase by Hyland is currently used by my organization to store and manage documents. These include data releases, legal documents, rent payroll and other documents we want to centralize. Overall, OnBase is useful for having a central location that users can search in to pull documents that are needed for the task at hand. We primarily use it to store brokerage reports and other market based data.
- OnBase's code filing system allows users to search a series by a code and return all documents found in that series. This is particularly helpful for organizing documents.
- OnBase's security system also allows users to pull the files necessary to their work while still keeping other administrative files secure.
- The overall communication between departments is improved because instead of sending data files or administrative documents to each other directly, we can just refer to the onBase code.
- The multiple licenses can be tricky to manage and can cause some backup in the process.
- The license approval process is also quite a pain sometimes, as it can stall important requests.
March 29, 2017
Document Management in Higher Education
At the University of New Mexico, OnBase is our exclusive repository for handing student documents related to the enrollment management experience. We use the product for storing documents as well as processing them through various Workflows that support our business processes. This helps us track and manage an enrollment of approximately 30,000 students and be able to easily track the status of a students application to the University, Financial Aid questions or concerns, and registration issues. Not only do we use this system internally to our departments but students interact with the system by filling out web forms that help us gather information from students quickly and more effectively than through e-mail or paper methods.
- Tools to assist with configuration changes especially for Workflow processes.
- Easy to query the database to pull reports on usage.
- Support for a wide variety of files that can be stored within the product.
- Great support channels for resolving application issues.
- Lack of feature parity between clients. Some features are supported in Thick Client, but not in Unity Client (Or the other way around).
- Confusing menu structures within administrative programs. Lots of bouncing between programs in order to configure or tweak things.
- Report Services is an additional license and should be included with the base product.
March 08, 2017
OnBase is OnPoint.. mostly
At the state of Nebraska, we use OnBase as a records retention solution as well as an overall ECM (Enterprise Content Management) solution. We create various solutions for our users (state departments/agencies) to utilize OnBase, and we have replaced many agencies' dependence on paper forms. One of our biggest projects was/is taking multiple inspection reports that are filled out by different state inspectors and creating them as Unity forms - the inspectors now use tablets with OnBase Briefcase out in the field.
- One thing that has proved invaluable is OnBase's ability to keep everything contained within itself - data, form data, etc.
- OnBase uses web-based sharing in its document retrieval which is extremely useful as a state agency - we can let the members of the public search our database for various records (assuming said records are available to the public).
- OnBase's briefcase functionality allows our inspectors to use the Unity forms when they are offline and out in the field.
- Hyland is a big company, and one thing that would be nice to see change is their dedication to customer satisfaction (i.e. tech issues, tech support).
- Some of the modules that are part of OnBase as a whole can be difficult to use as small pieces often change between versions and are not documented efficiently.
January 29, 2016
Engineering Drawing Management Made Easy with OnBase by Hyland
OnBase by Hyland is our enterprise drawing management program for engineering drawings which supports our operating plants in the US. Drawings are also available to our viewers in Canada.
- With OnBase and our established Workflows within OnBase we manage the check out and check in of drawings with notifications to internal and external design groups. This ensures that the latest version is tracked and updated and made available to users at the operating plants as well as engineering groups in the corporate office.
- OnBase has an internal viewer that provides users access to engineering drawings created by different computer aided drafting software (AutoCAD, Microstation, Visio, etc). This results in a cost savings of purchased CAD licenses.
- Users are able to view and print, including to PDF which eliminates the need to contact the Design group for copies. We are currently limited to one print at a time but we are working with our Value Added Reseller and Hyland to correct the issue.
- Using a Value Added Reseller has brought unique help to our specific situation. We have a reseller that assists with upgrades and recommendations, who has expertise beyond our small staffing group; a reseller with immediate access to the right individuals at Hyland if needed. It's a great relationship.
- Training - Hyland offers in house classroom training at their headquarters in Cleveland. With hotel recommendations and pick up service, the out of town student has no problem getting to "school" and back. Any pre-requisites are explained on their training website where the Administrator or Expert can track and maintain their certifications. Classroom work is thorough and challenging but the staff is friendly and helpful and willing to take extra time to assist in making sure that each individual has a good chance of passing required testing for certification. With a facility that includes a restaurant and a program for the student that includes some evening "entertainment", school takes on a whole new meaning.
- Training also is available online for some courses. This is something I still need to experience.
- Scalability - Our use of OnBase by Hyland currently is just for engineering drawings and our annual maintenance is a one time payment.
- Hyland showcases in many online articles and videos on how OnBase can be used throughout the entire organization from applications to HR, accounts receivable and accounts payable... and in different types of organizations from healthcare to banking...and including manufacturing.
- We could grow OnBase to include many other departments of our company but the choice is ours.
- Permissions and security - With OnBase we are able to give all our users the ability to view and print drawings for plant operations or project work. We limit the number of designers who can edit drawings. We manage locations which an individual is able to check out files and edit. Proprietary drawings, where required, are available to only a select group.
- Availability - By importing our engineering drawings into OnBase all drawings are available to all users in North America. We still have engineering drawings on a drafting server and these drawings are only available to designers. Organizing drawings from a project turnover can be a challenge; importing them into OnBase is easy.
- Printing multiple drawings from a hit list.
- We are currently working with our Value Added Reseller and Hyland to enable a print button that would allow us to print multiple drawings from a hit list. Our users might need entire sets of electrical one line diagrams or piping and instrument diagrams for plant operations or project work. The disabled option stems from the fact that some engineering drawings are created with external drawings (XRefs or external references) that are referenced inside a drawing. Because 99% of our drawings are simple drawings that do not use external references, the disable print button is a handicap. If not resolved in this issue, which is still our hope, Hyland is aware that the issue needs to be fixed in the future.