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.
TrustRadius Insights
OnBase is GREAT!
Long Time User of OnBase as Developer and End User
OnBase Review - Higher Education
OnBase
Healthcare and OnBase: match made in heaven?
OnBase is an incredible tool that is well worth the investment!!
A highly tool-able ECMS to meet almost any requirement set
Hyland OnBase is a Market leader and worth the investment
Advancing content services in a homerun kind of way
An ECM product that is stable, flexible, reliable, secure and scalable
OnBase from a System Administrator Perspective
OnBase Projects are easy and fun
Highly Customizable Document Management Solution
Enterprise Content Management Software Review
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
- Document management (42)9.999%
- Content capture & imaging (41)9.191%
- Content search & retrieval (43)8.484%
- Records management (40)8.484%
Reviewer Pros & Cons
Pricing
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
Would you like us to let the vendor know that you want pricing?
29 people also want pricing
Alternatives Pricing
What is FileCloud?
FileCloud is a secure content collaboration platform (CCP) that provides compliance, data governance, data leak protection, data retention and digital rights management capabilities. Workflow automation and granular control of content sharing across most enterprise platforms is fully integrated…
What is Gazelle Platform?
The Gazelle Platform is a portal to store data and resources: documents, reports, photos, and media files; links, contacts, communication streams, social networking, and activity streams. It helps organizations manage projects, team members, and communication all in one portal. Functionality…
Product Demos
OnBase Demo | Access Content using the OnBase Web Client
OnBase Demo | OnBase User Security
Watch the Demo: OnBase Report Dashboards
Watch the Demo: OnBase Workflow Approval Management
OnBase Demo | Store Documents with Retention Module
OnBase Demo | Capture Content by Scanning or Import
Features
Enterprise Content Management
Features related to managing business content and transactional content for enterprises.
- 9.1Content capture & imaging(41) Ratings
The system supports the digitization of content.
- 9.1File sync, storage & archiving(33) Ratings
Storage system for long-term preservation & retention of content in an organized fashion; foundational to the ECM.
- 9.9Document management(42) Ratings
Beyond capture, the ECM supports sharing, distributing, printing, faxing, etc.
- 8.4Records management(40) Ratings
Secure, policy-controlled and compliant storage, retrieval and production of records, transactional or otherwise.
- 8.4Content search & retrieval(43) Ratings
Helps users find the content they are looking for. Various methods for assistance include filters, tags, metadata, and the like.
- 8.2Enterprise content collaboration(34) Ratings
ECM support file and content sharing within the enterprise, or integrate with preferred collaboration software or modules. May also be referred to as social intranet.
- 9.4Content publishing & creation(22) Ratings
Supports the publishing of content to web pages or other avenues leading out of the enterprise.
- 9.2Security, risk management & information governance(33) Ratings
Security controls with rules, policies, and permissions defining and delimiting access to content and records. This is a core feature, and a necessity for enterprises.
- 9.7Contract lifecycle management(24) Ratings
ECM tools optimize business transactional processes where they can improve or automate the contract lifecycle (e.g. Invoice Management, Proposals, etc.). This component is similar to the features provided by advanced contract management software.
- 9.2Automated workflows(23) Ratings
Automated workflows include contract management, invoice processing, etc.
- 9.4Artificial intelligence(11) Ratings
Artificial intelligence and natural language processing help automate document classification
- 9.1Mobile support(15) Ratings
Repository access from mobile devices
- 7.4Integration(22) Ratings
Integration with 3rd-party systems like ERP, SCM, or CRM
Product Details
- About
- Integrations
- Competitors
- Tech Details
- Downloadables
- FAQs
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
OnBase Video
OnBase Integrations
OnBase Competitors
OnBase Technical Details
Deployment Types | On-premise, Software as a Service (SaaS), Cloud, or Web-Based |
---|---|
Operating Systems | Windows, Linux, Mac, Chromebook |
Mobile Application | Apple iOS, Android |
Supported Countries | Australia, Canada, France, Germany, India, Ireland, India, Italy, Mexico, Netherlands, New Zealand, Philippines, Singapore, South Africa, United Arab Emirates, United States |
Supported Languages | Arabic, Bosnian, Chinese (simplified), Chinese (traditional), Croatian, Czech, Danish, Dutch, Finnish, French, German, Greek, Hebrew, Hungarian, Italian, Japanese, Korean, Norwegian, Polish, Portuguese, Romanian, Russian, Serbian (Cyrillic), Spanish, Swedish, Thai, Turkish, Vietnamese |
OnBase Downloadables
Frequently Asked Questions
Comparisons
Compare with
Reviews and Ratings
(94)Community Insights
- Business Problems Solved
- Pros
- Cons
- Recommendations
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:
-
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.
-
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.
-
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
(1-14 of 14)- 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.
OnBase Review - Higher Education
- 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 an incredible tool that is well worth the investment!!
- 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.
A highly tool-able ECMS to meet almost any requirement set
- Customization.
- Breadth of modules & capabilities.
- Content management.
- Google apps support.
- Cloud team responsiveness.
- Dependence on Microsoft Office.
Advancing content services in a homerun kind of way
- 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 Projects are easy and fun
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
- 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
Get OnBase and hit your document management needs out of the park
- 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.
An Overall Solid Product
- 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.
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.
One platform for us all, Hyland can do it!
- 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.
- Integration with third party applications is amazing. Being able to get documents and information through email, folder importing, mainframe screens, other applications, and xml/csv streams was simple, powerful, and effective.
- The Application Enabler utility is one of the best I've seen which allows integration with 3rd party applications to easily pull up and locate related information within an Onbase system.
- The administration of the platform is simple and with minimal training can be maintained by a regular system administrator.
- The Administrator interface, while powerful, is antiquated and has so many options to chose from it can be overwhelming at times trying to find what you need in order to accomplish a task.
- The Unity application is a work in progress and is missing out of some features that are much better in the thick client, such as scanning documents in at high volume. This has improved over time, though.
- Hyland Onbase is a content management platform and, while it does handle ingestion and scanning processes, does require a 3rd party application to really complete the whole package. Hyland's Perceptive platform or Kofax Capture complement it greatly.
OnBase - it stores your docs
- 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.
OnBase is On Point!
- 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.
Document Management in Higher Education
- 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.
OnBase makes ECM a task, not a chore.
- Workflows move documents through business processes with ease and functionality that is not possible in a physical exclusive environment.
- Storage and retrieval are simple and easy and eliminates the need for physical storage space of documents and files.
- Document retention allows for compliance with internal policy and procedure for longevity of document maintenance as well as regulatory considerations.
- Continued use of the thick client to perform administrative tasks.
- There is a high level of complexity involved with workflow development.
- Use of OS services to perform tasks within the application.