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What is OnBase?

OnBase provides a broad spectrum of turn-key industry and departmental solutions that are expertly 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 provides the capability to intelligently automate your business processes so your team can focus on higher value work.

Who Uses OnBase?

OnBase has industry-specific solutions for higher education, insurance, financial services, government, healthcare and commercial industries but offers solutions for organizations in every industry.

OnBase Software - OnBase in dark mode
OnBase Software - OnBase document viewer
OnBase Software - Approval for Ad-hoc task
OnBase Software - Sending to Department
OnBase Software - Workflow

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Reviews of OnBase

Average score

Overall
4.3
Ease of Use
4.0
Customer Service
4.1
Features
4.2
Value for Money
4.0

Reviews by company size (employees)

  • <50
  • 51-200
  • 201-1,000
  • >1,001
Deb
Deb
NGO Advising Volunteer in US
Verified LinkedIn User
International Affairs, 1,001–5,000 Employees
Used the Software for: 1-5 months
Reviewer Source

Solid content management software

4.0 5 years ago

Comments: OnBase serves a great value as a way to store documents for my organization.

Pros:

OnBase is straightforward. The learning curve is not steep. It's easy to find content you've uploaded. There are a lot of customization options.

Cons:

I use this software daily, and about once every 15 days it just does not let me upload documents. Fortunately, I can wait a day and then it works again usually, but I can't count on it to be 100% reliable.

Verified Reviewer
Verified LinkedIn User
Education Management, 201–500 Employees
Used the Software for: 2+ years
Reviewer Source

Best ECM software on the market with great workflow capability

5.0 7 years ago

Comments: Drastically improved workflow processes and document management/retention.

Pros:

Best workflow engine I have ever seen, allows point and click configurable workflows with almost no need for custom scripting (though that is an option). The way it organizes document types is the best I have seen and has a LOT of capabilities for integrating with other line of business systems. The interface is very modern looking as long as you are using the desktop Unity Client or the Web based client. They also offer mobile applications that work very well.

Cons:

Though the scanning features are very good and getting better the forms recognition still isn't as good as most dedicated scanning applications. Also the cost of OnBase tends to be higher than many others but I do find that you get what you pay for.

Randy
Sr. Applications developer in US
Verified LinkedIn User
Used the Software for: 2+ years
Reviewer Source

OnBase has gone downhill

1.0 7 years ago

Pros:

all in one document and workflow management software, but the pros end there. OnBase 13 was great, OnBase 17 not so much

Cons:

we upgraded from OnBase 13 to OnBase 17 and let me tell you it is a disaster. OnBase 17 is slower substantially in every category. We are using a click once install, now it has to check the server every time you open, word, or excel, outlook or even OnBase itself for a new version, which sounds great, but this can take 30-45 seconds EVERYTIME you want to open a document. Switching from inbox to related items is very slow, 6-10 seconds, which doesn't seem like a lot, but over the course of a day where you do this 70 times, well you do the math for wasted productivity. And then there is the Random errors that constantly come up on a users system that has worked just fine for months, but there is no solution to that either. Hyland support is virtually non existent, their only solutions are run this software utility that they have. Nothing is ever resolved, they just keep "kicking the can down the road", or tell us to update to version 18. sorry after this disaster our next upgrade will be to something else. Our business users are screaming to go back to version 13.

Verified Reviewer
Verified LinkedIn User
Computer Software, 51–200 Employees
Used the Software for: 2+ years
Reviewer Source

Onbase is extremely versatile, but it takes time to learn the software and what it is capable of.

4.0 7 years ago

Comments: I use Onbase daily for my job, so I see benefits in streamlining and automating process through workflow which save me thousands of hours a year.

Pros:

It's unique, extremely versatile, and has thousands of integration's. It's extremely useful for a lot of different purposes. Specifically I've used this for document management. It has numerous options for user administration, which is helpful. There are modules for just about everything you can think of, and most are well-made and do their job.

Cons:

There is a steep learning curve to Onbase. The software licensing is not always cheap or ideal, and sometimes you can hit a brick wall due to unforeseen issues. Someone with a deep understanding of the software is an invaluable asset to any implementation.

Verified Reviewer
Verified LinkedIn User
Design, 501–1,000 Employees
Used the Software for: 2+ years
Reviewer Source

OnBase

5.0 6 years ago

Pros:

I enjoy OnBase for its straightforward easy to use setup. I am able to import my customer's purchase orders and bill of materials in OnBase in seconds. This then gives me the ability to pull them up at any given time by the purchase order or sales order. When talking to my clients, I am able to refer back to their documents quickly by using OnBase.

Cons:

My biggest issue with OnBase is when importing PDF files, you are not able to drag and drop more than one file at a time. Sometime I am needing to import several related documents at the same time but have to take the time to import each file one by one. Having the option to import an entire folder or more that file at a time would be a huge time saver.

Verified Reviewer
Verified LinkedIn User
Higher Education, 1,001–5,000 Employees
Used the Software for: 2+ years
Reviewer Source

Our organization utilizes OnBase for our invoicing, approvals, and T/E, which serves us very well.

5.0 7 years ago

Comments: OnBase allows our organization to swiftly process invoices, approvals, T/E reimbursements, and house all backup data for transactions. The software is very user friendly and would be an asset to any organization looking to upgrade their Accounts Payable department.

Pros:

OnBase is a great software to utilize when wanting a virtual database that can easily be accessed and used by users of all experience levels. The software does an excellent job in communicating with other programs, which allows our organization to have the peace of mind our financial system is correct.

Cons:

The only con I have at this time is a few options, such as the print option, are not as easily accessible as previous options. It would be great to have the CNTRL-P option to print again.

Denny
Associate University Registrar in US
Verified LinkedIn User
Higher Education, 1,001–5,000 Employees
Used the Software for: 2+ years
Reviewer Source

Using OnBase in Higher Education

4.0 6 years ago

Comments: Within the Registrar's Office, we utilize OnBase and it's ability to use OCR functionality to capture information from students' transcripts for input into our student information system. This alone eliminates dozens of hours of manual labor each week. On top of that, it is a reliable, quick, enterprise imaging solution.

Pros:

OnBase provides a feature-rich imaging solution that is beloved on our campus. In addition to being a solid imaging solution, OnBase features a powerful workflow engine that allows for easy automation of processes.

Cons:

Depending upon how it is being used, the number of options can be somewhat intimidating. However, once a user is briefed on how to utilize the system and its tools, this is no longer an issue.

Sonya
Fiscal Associate-Customer Service Specialist Accounts Payable in US
Verified LinkedIn User
Higher Education, 10,000+ Employees
Used the Software for: 2+ years
Reviewer Source

Great software

5.0 6 years ago

Pros:

First when I was learning about this software, I learned that so much can be done just in this system. Its so flexible that it can be used for accounting, hr, etc. The main page of this software is build-able and can be used to keep track of employees progress.

Cons:

Sometimes this software freezes when you scroll around through multiple thing. You have to restart the program many times.

Matthew
Engineer in US
Verified LinkedIn User
Government Administration, 501–1,000 Employees
Used the Software for: 1+ year
Reviewer Source

Good database software but has its quirks

4.0 6 years ago

Pros:

OnBase is used at my workplace to organize tons of files and documents which is useful not only for accessing my own team's files but also to access other team's files if necessary.

Cons:

The layout of the software tools isn't the most intuitive or accessible. For instance, printing a document isn't so easy as CTRL+P; there's a few clicks you have to do to print.

Brad
Brad
Application Support Manager in US
Verified LinkedIn User
Higher Education, 501–1,000 Employees
Used the Software for: 1-5 months
Reviewer Source

Great Document Repository Platform

4.0 5 years ago

Comments: Overall I have been satisfied with OnBase. We have a lot of moving parts with some of our processes that use it, and if something stops working, it is normally something else and not OnBase. It has been very reliable.

Pros:

We use this software in conjunction with our ERP system. We have had a lot of success with feeding files into this for our business units to use for centralized access.

Cons:

There are not really any cons with this software. It does what it is supposed to do. There are a few features that could be enhanced.

Corey
Financial Analyst Associate in US
Financial Services, 1,001–5,000 Employees
Used the Software for: 6-12 months
Reviewer Source

Easy to use, but lacks some functionality

4.0 2 years ago

Pros:

OnBase is easy to use and there are a lot of search options available to find invoices in the system.

Cons:

The search feature lacks some functionality and sometimes fails to deliver expected results based on entered fields. It can take some time to find an invoice because it doesn't properly recognize some fields.

Lee
Program Coordinator in US
Higher Education, 501–1,000 Employees
Used the Software for: 2+ years
Reviewer Source

OnBase

5.0 5 years ago

Comments: In addition to allowing our institution to securely store and safely access student records, the newest user interface and features are easier to use. I'm not sure if our institution purchased some upgraded features in OnBase or if it itself has had an upgrade and facelift, but it seems to be running faster and with the clearly labeled icon/tools using OnBase has only gotten easier. It's great!

Pros:

I think OnBase's newer colorful web-based appearance and interface is a bug PLUS! The interface and functionality is much more user friendly and I love the ability to create my own Favorites so I can quickly jump to the specific user pages/information that I need and use most often.

Cons:

Honestly there aren't really any negatives about OnBase that I can think of. I guess if I had to say anything negative it is that I have not had formal training in using OnBase and could learn more about its newer features (so user error or lack of learning more on my part). I'm using it right now and it's great...I usually only use a few features to perform the tasks I need to when searching for student records/documents and after clicking around to see what I might dislike about it I actually found another feature I love about it! - the Query History tool is super cool! To be able to see a list of my most recent searches is yet another feature I like about OnBase!

Amy
Agent in US
Insurance, 11–50 Employees
Used the Software for: 2+ years
Reviewer Source

User friendly

4.0 5 years ago

Comments: I use this as part of a carrier page to search for and retrieve documents, so far this have been great software. I like that the documents are all compartmentalized so you can search by the type of document.

Pros:

This software is easy to use and fairly user friendly. I like that the software seems to be very literal.

Cons:

Sometimes the software freezes up or give you the infamous 'circle of death' while it attempts to pull up the document - however this could be unrelated to the actual software and more of a computer issue.

Bonnie
Educator in US
Higher Education, 201–500 Employees
Used the Software for: 2+ years
Reviewer Source

OnBase

5.0 6 years ago

Comments: We were lucky to have been using OnBase for our document storage system, not every school in the district chose to use OnBase like we did. Being able to transfer the scanned documents from OnBase into our previous database system was different at first, but we quickly caught on how to use it. Recently the district switched to a new application system only to find that they can't upload documents directly into it. When it was announced that all schools would need to use OnBase we are happy, as we are already ahead of everyone else! Our transition to the new software has been almost seamless.

Pros:

OnBase allows us to securely store and safely access student records easily.

Cons:

When I first started using OnBase i had the older version (looked like an old DOS or mainframe system), and it was hard to sometimes locate student records, and/or see if there were more levels (additional documents) for the same student. But once I switched to the newer version I was able to easily see much more and drill down when a single student had more than one document scanned into OnBase.

Tina
FINANCIAL in US
Hospital & Health Care, 1,001–5,000 Employees
Used the Software for: 1+ year
Reviewer Source

Onbase

4.0 2 years ago

Comments: I am happy with it. Certainly an improvement over the last software

Pros:

I like the ease of being able to index documents into the patient chart and labeling it correctly

Cons:

It is a little hard to learn to use, once you get past that it's great

Solange
Associate Director in US
Higher Education, 10,000+ Employees
Used the Software for: 2+ years
Reviewer Source

Versatile system, but still has a few limitations

5.0 7 years ago

Comments: Centralized document retention and management cloud based system

Pros:

The ability to be Green and scan emails, word docs, excel spreadsheets directly into onbase without having to print the items first

Cons:

The user unfriendliness of generating statistical reports from the system requires the assistance of an administrator. Everyday users are not able to easily configure reports. Also administrators are sometimes unable to generate adhoc reports

Verified Reviewer
Verified LinkedIn User
Higher Education, 10,000+ Employees
Used the Software for: 1+ year
Reviewer Source

Simplify your life with Onbase

5.0 6 years ago

Comments: I use OnBase whenever a department needs to know if a check is cashed. I type the check number and immediately I can view an image of the check.

Pros:

It is easy to use, great storage capability. We use to store images of checks and it can store the information for many years.

Cons:

The new version of OnBase makes item more difficult to view.

Raul
VP IT Manager in US
Used the Software for: 2+ years
Reviewer Source

Resold via Wausau IMS

4.0 8 years ago

Pros:

Very modular and customizeable. Very solid software. The IMS support is excellent and responsive.

Cons:

I get the best support from Wausau. If there is an issue that is refererd to Hyland then it takes a while to get resolved

Verified Reviewer
Verified LinkedIn User
Hospital & Health Care, 5,001–10,000 Employees
Used the Software for: 1+ year
Reviewer Source

Document Correction

4.0 6 years ago

Pros:

I like the Integration with Epic and the many features that come with it.

Cons:

Unity Client and the document correction workflow could be improved, allowing it to be more user friendly.

Verified Reviewer
Verified LinkedIn User
Government Administration, 201–500 Employees
Used the Software for: 1+ year
Reviewer Source

Good document management and archiving software

4.0 6 years ago

Comments: We needed to replace our document management system that was outdated and no longer being supported. OnBase was a good solution for migrating our existing documents, data and indexing information. It took some effort to get this migrated and set up, but is now working very well with few issues or problems.

Pros:

OnBase is fairly easy to use for our end users as long as they remember that they need to index accurately and give good data for each document/file they upload to OnBase so it can be found easily at a later time. In other words, it works great as long as you know how to use it! Documents are easily categorized and indexed for archiving of public records that need to be stored for years to come.

Cons:

The public web interface is very limited in what it can do for our public users. I am hoping for an improvement in a new version update.

Aman
Sr Program Analyst in US
Nonprofit Organization Management, 1,001–5,000 Employees
Used the Software for: 1-5 months
Reviewer Source

Onbase Hyland Unity Client for document scanning and sharing

4.0 6 years ago

Pros:

Process oriented approach to collect documents, share and execute plan to convert the hard copy documents readily available to business via hyland unity client is simply superb. It helped recognize the missing paperwork if any of our employees so that we can remain compliant. The overall installation of the client is easy and works great with single sign on option.

Cons:

The time taken to lay out an estimate and share the plan by the vendor was more than expected.

Chuck
IT Manager in US
Mechanical or Industrial Engineering, 11–50 Employees
Used the Software for: 2+ years
Reviewer Source

Support needs training.

3.0 8 years ago

Comments: Great for document control.

Pros:

Handles documents great. You can see logs and checkout of documents of who used the documents. Handles this very good.

Cons:

Workflow is an add on that is expensive and you have to buy everything as an add on and it's always in the 1000's plus 20% yearly fee.

Aaron
Gas Plant Supervisor in US
Oil & Energy, 501–1,000 Employees
Used the Software for: 6-12 months
Reviewer Source

Efficient Invoicing

4.0 5 years ago

Comments: Been gradually liking the program with use. It does what it suppose to do.

Pros:

The program has made approving invoicing more efficient. No more exchanging emails to get approvals.

Cons:

Very big learning curve to understand program features and uses. When an invoice is rejected the reason is not sent back.

Rosalyn
Coordinator of Instruction in US
Used the Software for: 6-12 months
Reviewer Source

I use OnBase as respository for application in the process of being reviewed; the interface is great

4.0 8 years ago

Pros:

What I like most about OnBase is that the interface is clear and simple. What you see is what you get.

Cons:

What I don't like about the software is that it is hard to navigate. Getting from different screens can have you lost and unsure of how to get back to your original location.

Taylor
Ophthalmic tech and scribe in US
Medical Practice, 201–500 Employees
Used the Software for: 2+ years
Reviewer Source

OnBase software

4.0 6 months ago

Comments: OnBase is an efficient program, scanning ans sorting documents to the appropriate provider is swift and ease of use is great

Pros:

Great source for managing and sorting incoming faxes, quickly able to find specific documents you are searching for.

Cons:

This program is very efficient, i dont have any serious cons to list.