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
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Popular Features
- Document management (42)9.999%
- Content capture & imaging (41)9.292%
- Records management (40)8.585%
- Content search & retrieval (43)8.585%
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
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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.
- 9.2Content capture & imaging(41) Ratings
The system supports the digitization of content.
- 9.2File 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.
- 8.5Records management(40) Ratings
Secure, policy-controlled and compliant storage, retrieval and production of records, transactional or otherwise.
- 8.5Content 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.
- 9.5Content 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.
- 9.5Artificial intelligence(11) Ratings
Artificial intelligence and natural language processing help automate document classification
- 9.3Mobile support(15) Ratings
Repository access from mobile devices
- 7.5Integration(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
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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:
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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.
Attribute Ratings
Reviews
(1-5 of 5)- 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.
- Workflow is the most important and most used feature - constantly adding new LifeCycles to automate more processes
- WorkView is new to us but starting to be used more - have new requests coming in for additional processes to be converted to WorkView
- Outlook Integration is widely used throughout the City
- Reporting Dashboards is a recent purchase and requests are increasing for additional dashboards.
- Content capture & imaging
- 90%9.0
- Document management
- 100%10.0
- Content search & retrieval
- 100%10.0
- Security, risk management & information governance
- 100%10.0
- Automated workflows
- 100%10.0
- Integration
- 90%9.0
- Automated HR Personnel Action Forms - eliminated paper, eliminated routing through inter-office mail (saves days and reduces possibility of being lost), email notification requesting approval includes hyperlink for immediate access.
- PD automation for Traffic Camera Citations - combines citations to create a case. Workflow generates packets when preparing for Court. Eliminated Access database, spreadsheets and thousands of folders. 70% savings on time and 95% on paper reduction.
- Workflow timers can automatically move items through workflow based on different criteria with no user interaction required.
- Finance Reports are swept into OnBase and enter Workflow. Unity Form used to determine specific keywords for reports for which notifications are then sent out requesting approval. Automated tracking on a different form until all period reports are received. Entire process is automated in OnBase. No manual requirement except the individual approval (clicking a task).
- Citizens submit an application to be on one or more City Board or Commission. Application enters workflow for approvals(s). Documents are generated for Council approval. Information is then added to WorkView - all through workflow.
OnBase Certified Advanced Workflow Administrator
OnBase Certified Workview Developer
Advanced knowledge in Microsoft applications & Adobe
Knowledge of Web/App Server configuration/settings/authentication, etc
- Indexing documents. Keyword values are very important so multiple users in multiple departments are able to find documents easily. Consistency is required. Use datasets when possible.
- Agenda process - submitting Agenda Items, Item corrections, Agenda & packet generation, meeting processing, council document generation and signatures.
- HR document processes - Personnel Action Forms, Seasonal Action Forms, Termination Forms and Performance Appraisals.
- We have a Unity Form available to the public for submitting an application to a Board/Commission. When the form is submitted, it enters a very complex workflow going through different review depending on the board. If more than 1 board, multiple review forms are created. After reviewed, the form goes to the Mayor for review/appointment. Appointments then go to Clerk for next Council Agenda Resolution preparation. Approved resolution then creates necessary WorkView objects.
- Police department receives a file containing overdue Red Light/Camera Citations. This file uses DIP to create Citation Unity Form for each Citation. Citations are grouped by License Plate# to create a Case (Unity Form). Points and dollar amounts are assigned to each Citation based on specified criteria. At a certain dollar amount or certain point threshold, a PD Safety Project Coordinator is involved - sending packet to owner, etc. If still no payment, the Case goes to Court. 90% of this is automated and done in Workflow. Manual intervention is only needed to run some tasks.
- Automate Business Travel Requests. Form approval through workflow, attach receipts to form, final submission to Finance.
- Departments have a few old Microsoft Access databases that I want to convert to Workview.
- Configure and use OnBase Mobile
- Outlook Integration is my favorite way to get email and/or attachments into OnBase
- Full-Text Search is an easy way to find documents
- Report Approvals - using docpop/workflowpop link in email notification
- Merging or separating a document has to be done in a different Client depending on whether the document is a pdf or a tif file. One Client can't do both types.
- Unity Form is unable to alphabetize MIKGs - which makes it difficult when you have dozens of rows.
Healthcare and OnBase: match made in heaven?
- 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.
- Epic integrations
- Workflow
- API
- Content capture & imaging
- 90%9.0
- File sync, storage & archiving
- 90%9.0
- Document management
- 90%9.0
- Records management
- 70%7.0
- Content search & retrieval
- 70%7.0
- Enterprise content collaboration
- 70%7.0
- Content publishing & creation
- 70%7.0
- Security, risk management & information governance
- 80%8.0
- Contract lifecycle management
- 70%7.0
- Automated workflows
- 90%9.0
- Artificial intelligence
- 70%7.0
- Mobile support
- 70%7.0
- Integration
- 90%9.0
- We have leveraged OnBase to automate many tasks that have been paper driven in the past and are now electronic.
- Because OnBase is so versatile, it has been the solution for projects that otherwise would have caused the system to purchase another application.
- Epic Integration
- Process automation
- Document Imaging
- Integrate with the Org Chart
- Expand into other areas such as legal
- Other
- Don't know
- Not sure
- Workflow
- Scanning
- Upgrades
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.
- Integration capabilities
- Content Management
- Cloud Services
- Content capture & imaging
- 100%10.0
- File sync, storage & archiving
- 90%9.0
- Document management
- 100%10.0
- Records management
- 100%10.0
- Content search & retrieval
- 100%10.0
- Enterprise content collaboration
- 80%8.0
- Content publishing & creation
- 80%8.0
- Security, risk management & information governance
- 100%10.0
- Contract lifecycle management
- 80%8.0
- Automated workflows
- 100%10.0
- Artificial intelligence
- 90%9.0
- Mobile support
- 30%3.0
- Integration
- 90%9.0
- Elimination of numerous filing cabinets and storage rooms.
- Faster turnaround on plan review projects.
- Reduction of unstructured and duplicated data in share drives.
- Records Retention
- Information Sharing
- Supplementing Line-of-business Systems
- Custom Process Management Solutions
- Electronic Plan Review
- GIS-based Records Retrieval
- Robotic Process Automation
- Records Request Management with secure digital delivery
- Product Features
- Product Reputation
- Implemented in-house
It was a difficult and niche issue that was ultimately resolved with no additional workload on our staff - all thanks to investigation and creative problem-solving on behalf of Hyland's team.
- Document capture & indexing
- Intelligent form design
- Workflow processes & notifications
- Setting up Advanced Capture templates for OCR indexing
- Updating and rebuilding full-text catalogs
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
- Scan, store, retrieve
- Worflow management
- Workview delivery
- Retention Management
- Content capture & imaging
- 100%10.0
- Document management
- 100%10.0
- Records management
- 100%10.0
- Content search & retrieval
- 90%9.0
- Enterprise content collaboration
- 30%3.0
- OnBase has allowed us to move away from moving paper around various departments
- OnBase has provided workflow management to keep approval inside the system and out of email boxes.
- OnBase has eliminated the need for paper storage and saving storage cost with other vendors.
- Workflow document management
- Electronic document storage and management
- Implementation services
- Optical Character Recognition solution
- Automation of document storage and indexing
- User access controls
- Expansion of reporting dashboards
- Additional integrations of data
- Product Features
- Product Usability
- Implemented in-house
Historical document integration
Workflow management functionality
- Timing of go live and bring in historical documents
- Preparing the internal departments and teams for implementation
- Online Training
- In-Person Training
- User Navigation
- Workflow Actions
- Workflow Approval Manager Solution
- System upgrades
An amazing product to streamline departments and integrate applications and servers
- 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.
- Content capture & imaging
- 100%10.0
- File sync, storage & archiving
- 100%10.0
- Document management
- 100%10.0
- Records management
- 100%10.0
- Content search & retrieval
- 100%10.0
- Enterprise content collaboration
- 100%10.0
- Content publishing & creation
- 100%10.0
- Security, risk management & information governance
- 100%10.0
- Contract lifecycle management
- 100%10.0
- Automated workflows
- 100%10.0
- Artificial intelligence
- 100%10.0
- Mobile support
- 100%10.0
- Integration
- 90%9.0
- By streamlining multiple applications which have some of OnBase's features, but not all, we are able to save money by combining them all into one application.
- Resource allocation and management. We're able to see where resources can pick up work so that there is less of a need to hire more.
- Workflow
- Workview
- Reporting
- Document storage
- Call center management via workview
- Combine 5 applications into onbase and separate security levels by each department and sub departments
- Microsoft office integration
- Sharepoint integration
- Optical character recognition
- Don't know
- N/a was not part of this decision process.
- Workflow operations
- Document retrieval
- Reporting
- Will sometimes time out or freeze during work hours