OnBase

Score8 out of 10

96 Reviews and Ratings

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.

Categories & Use Cases

Media

Screenshot of an Approval for an Ad-Hoc Task.

Screenshot of the Send to Department feature.

1 / 5

Screenshot of an Approval for an Ad-Hoc Task.

Document management
Beyond capture, the ECM supports sharing, distributing, printing, faxing, etc.
Category average: 8.6
Content capture & imaging
The system supports the digitization of content.
Category average: 8.5
File sync, storage & archiving
Storage system for long-term preservation & retention of content in an organized fashion; foundational to the ECM.
Category average: 8.5

Mobile support
Repository access from mobile devices
Category average: 6.5
Integration
Integration with 3rd-party systems like ERP, SCM, or CRM
Category average: 8.1
Artificial intelligence
Artificial intelligence and natural language processing help automate document classification
Category average: 6.4

Sheila Shaver View profile

OnBase Administrator / Systems Analyst in Information Technology at City of Cedar Rapids (IT Dept) (1001-5000 employees employees)

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.

Most Important Features

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.

Return on Investment

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.

Other Software Used

Microsoft 365, Oracle PeopleSoft ERP, EnerGov

Usability

Kelly Gustafson

Manager, Software Applications & Support in Information Technology at Redstone Federal Credit Union (1001-5000 employees employees)

Use Cases and Deployment Scope

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.

Pros

Workflow/Routing of documents
User friendly
Forms design
Automation of processes
Support

Cons

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.

Return on Investment

OnBase has had a positive impact on ROI.
OnBase has had a positive impact by transitioning manual process into automated solutions.
OnBase has had a positive impact because of it's ease of use.

Other Software Used

DocuSign, MeridianLink Consumer, Ivanti Neurons for ITSM

James Petelin

OnBase Systems Analyst at Civista Bank (201-500 employees employees)

Use Cases and Deployment Scope

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.

Pros

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.

Cons

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.

Return on Investment

While we have grown a lot over the past 5 years, it has allowed us to maintain our existing workforce rather than hiring additional employees.
Since OnBase is our central repository for all documents, our documents are more secure, allow greater work flexibility (remote work), more easily accessible, and smarter. It changed the way we as a company work.

Angie Malone View profile

Senior System Analyst at Columbia College (1001-5000 employees employees)

Use Cases and Deployment Scope

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.

Pros

Forms/Workflow
Document Mangement
User friendly

Cons

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

Return on Investment

Document management
Processing time and effort

Tyson Baker View profile

Business Systems Administrator in Information Technology at Idaho Central Credit Union (1001-5000 employees employees)

Use Cases and Deployment Scope

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.