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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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Learn from top reviewers

OnBase - Data, Documents, Workflow and Processing no longer a chore

Rating: 10 out of 10
January 16, 2024
IncentivizedVetted ReviewVerified User
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,...
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Sheila Shaver
Professional - Information Technology
OnBase Administrator / Systems Analyst
City of Cedar Rapids (IT Dept)
OnBase13 years of experience

OnBase is GREAT!

Rating: 10 out of 10
December 12, 2023
IncentivizedVetted ReviewVerified User
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 do...
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Kelly Gustafson
Manager - Information Technology
Manager, Software Applications & Support
Redstone Federal Credit Union
OnBase20 years of experience

Long Time User of OnBase as Developer and End User

Rating: 10 out of 10
December 8, 2023
IncentivizedVetted ReviewVerified User
We use OnBase throughout our bank - HR, Commercial/Consumer Loans, Accounting, Deposits, Security, Compliance, Wealth Management, etc. Solutions include: central repository fo...
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James Petelin
Employee - Other
OnBase Systems Analyst
Civista Bank
OnBase25 years of experience

OnBase Review - Higher Education

Rating: 7 out of 10
October 20, 2023
IncentivizedVetted ReviewVerified User
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 multip...
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Angie Malone
Analyst - Other
Senior System Analyst
Columbia College
OnBase12 years of experience

OnBase from a System Administrator Perspective

Rating: 9 out of 10
December 8, 2022
IncentivizedVetted ReviewVerified User
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 t...
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Tyson Baker
Administrator - Information Technology
Business Systems Administrator
Idaho Central Credit Union
OnBase3 years of experience
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Pricing

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OnBase

OnBase

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Unavailable

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

YouTube

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

YouTube

OnBase Demo | Store Documents with Retention Module

YouTube

OnBase Demo | Capture Content by Scanning or Import

YouTube
View more demos
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Features

Enterprise Content Management

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

8.5
Avg 8.0
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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 Integrations

OnBase Competitors

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

(96)

Reviews

(1-5 of 22)

Great customization, but a bit buggy

Rating: 7 out of 10
Incentivized
October 21, 2019
Verified User
Analyst in Information Technology
Higher Education Company, 5001-10,000 employees
Vetted Review
Verified User
OnBase
2 years of experience
Use Cases and Deployment Scope
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.
Pros
  • 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.
Cons
  • 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.
Likelihood to Recommend
I think OnBase is best suited for situations where customization is needed, but also where the workflow used is not too complicated. We found OnBase's customer service to be very attentive during the design process, but we have struggled to eliminate the bugs in the system that we have discovered over time.

An amazing product to streamline departments and integrate applications and servers

Rating: 10 out of 10
Incentivized
February 27, 2019
Verified User
Analyst in Research & Development
Hospital & Health Care Company, 10,001+ employees
Vetted Review
Verified User
OnBase
5 years of experience
Use Cases and Deployment Scope
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.
Pros
  • Easy to use.
  • TONS of integration opportunities across multiple servers and applications.
  • Super easy reporting options.
Cons
  • 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.
Likelihood to Recommend
Assignment of work, document review workflows, work views for specific departments, application integrations with web services and API’s.

OnBase Projects are easy and fun

Rating: 9 out of 10
December 01, 2022
EB
Ellie Barry
Enterprise Content Manager
Dawn Food Products (Food Production, 1001-5000 employees)
Vetted Review
Verified User
OnBase
11 years of experience
View profile
Use Cases and Deployment Scope
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.


Pros
  • 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
Cons
  • 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
Likelihood to Recommend
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.

OnBase - Data, Documents, Workflow and Processing no longer a chore

Rating: 10 out of 10
Incentivized
January 16, 2024
SS
Sheila Shaver
OnBase Administrator / Systems Analyst
City of Cedar Rapids (IT Dept) (Government Administration, 1001-5000 employees)
Vetted Review
Verified User
OnBase
13 years of experience
View profile
Use Cases and Deployment Scope
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.
Pros
  • 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.
Cons
  • 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.
Likelihood to Recommend
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.

OnBase is OnPoint.. mostly

Rating: 7 out of 10
Incentivized
March 08, 2017
JJ
Jared Jozsa
Applications Developer | OCSA, OCWA, OCWV
State of Nebraska (Government Administration, 10,001+ employees)
Vetted Review
Verified User
OnBase
3 years of experience
View profile
Use Cases and Deployment Scope
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.
Pros
  • 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.
Cons
  • 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.
Likelihood to Recommend
If you're a smaller company who doesn't have an IT staff available - OnBase is a great solution to fit your needs; Unity Designer allows non-programmers to efficiently create Unity forms. If you're an adept programmer, you will find Unity Designer to be somewhat frustrating at times; it is built for people who are not programmers.
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