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OnBase

4.4

Paid

Highly praised for its deep feature set and reliability in complex environments, though users frequently cite a steep learning curve for administrators and high implementation costs.

A single enterprise information platform for managing content, processes, and cases.

Paid pricingAPI availableUpdated 2026-03-12

Best fits

Intelligent Document CaptureBusiness Process Workflow Automation

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OnBase interface

About OnBase

OnBase by Hyland is a market-leading Content Services Platform (CSP) that bridges the gap between structured data and unstructured content. As we look toward 2026, OnBase has evolved into a cloud-native powerhouse, integrating deeply with the Hyland Experience (Hx) platform to provide sophisticated AI-driven document classification and data extraction. The architecture is built on a single code base, ensuring that document management, business process automation, and records management coexist seamlessly. Its technical edge lies in its 'point-and-click' configuration, reducing the need for custom coding while maintaining enterprise-grade scalability. With advanced machine learning capabilities via Brainware and Hyland Experience Capture, OnBase enables organizations to automate complex decision-making processes, shifting from simple archival to proactive information intelligence. Its 2026 positioning emphasizes hyper-automation, utilizing generative AI to summarize multi-thousand-page case files and automate regulatory compliance monitoring. The platform serves as the central nervous system for data-heavy industries like healthcare, financial services, and government, offering a robust set of RESTful APIs for headless content services and deep integrations with ERP and CRM ecosystems.

Core Capabilities

OnBase by Hyland is a market-leading Content Services Platform (CSP) that bridges the gap between structured data and unstructured content.

Main Tasks

Use Cases

Accounts Payable Automation

Manual data entry for thousands of invoices leads to errors and late payment penalties.

VIEW EXECUTION STEPS

1.

Invoices are ingested via email or scanner.

2.

Intelligent Capture extracts vendor, date, and amount.

3.

Workflow validates data against the ERP (e.g., SAP/Oracle).

4.

Discrepancies are routed to clerks for exception handling.

5.

Approved invoices are automatically posted to the General Ledger.

HR Employee Onboarding

Disjointed onboarding processes lead to poor employee experience and compliance risks.

VIEW EXECUTION STEPS

1.

New hire submits documents via a secure web portal.

2.

OnBase creates an 'Employee Case' folder.

3.

System checks for missing mandatory documents (I-9, W-4).

4.

Notifications are sent to IT and Facilities for equipment and badge provisioning.

5.

Documents are automatically moved to the employee's permanent personnel file.

Healthcare Patient Records Integration

Clinicians lack access to unstructured data (outside the EMR) at the point of care.

VIEW EXECUTION STEPS

1.

External medical records are scanned into OnBase.

2.

Patient IDs are verified against the Epic or Cerner EMR.

3.

Physicians launch the OnBase viewer directly from the EMR interface.

4.

Annotations are made on the document within the secure OnBase viewer.

5.

Records are retained according to HIPAA retention schedules.

Insurance Claims Processing

Slow claims adjudication due to scattered photos, reports, and emails.

VIEW EXECUTION STEPS

1.

Claimant uploads photos via a mobile-optimized site.

2.

Workflow assigns the claim to an adjuster based on workload and expertise.

3.

The adjuster views all claim-related content in a single 'Case' view.

4.

Automated correspondence is sent to the claimant at each milestone.

5.

The claim is finalized and archived for 7-10 years per regulation.

Public Records Request (FOIA)

Government agencies struggle to fulfill public data requests within legal timelines.

VIEW EXECUTION STEPS

1.

Request is submitted via an online OnBase Public Portal.

2.

Workflow initiates a search across multiple departments.

3.

Staff review and redact sensitive information using OnBase Redaction tools.

4.

The requestor pays any fees through an integrated payment gateway.

5.

Final documents are delivered via a secure download link.

Contract Lifecycle Management

Inconsistent contract versions and missed renewal dates.

VIEW EXECUTION STEPS

1.

Contract is authored using the OnBase integration for MS Word.

2.

Version control tracks every change and author.

3.

External parties sign via DocuSign integration.

4.

OnBase stores the executed contract and sets a reminder for the renewal date.

5.

Automated alerts are sent to Legal 90 days before expiration.

Higher Education Admissions

Processing massive volumes of transcripts and applications during peak seasons.

VIEW EXECUTION STEPS

1.

Transcripts are captured and data is mapped to the Student Information System (SIS).

2.

Checklists verify if all required application components are present.

3.

Faculty review applications through a mobile-friendly interface.

4.

Decision letters are automatically generated and sent via email.

5.

Historical data is moved to a 'Permanent Student Record' for long-term storage.