OnBase vs M-Files

Microsoft SharePoint

MasterControl Quality Excellence

Cognigy.AI

Coolfire Core

omniSign

Compare OnBase and M-Files based on features, pricing, verified reviews, integrations & more on GetApp. Find out which software is best for your business in 2026.

Our comprehensive software solution offers e-signature and digital signing capabilities to help you streamline your business processes. With legally binding electronic signatures, you can accelerate your sales cycle and achieve business growth.

Coolfire Core is a powerful software solution designed to help companies defeat operational chaos and streamline manual work. By simplifying work management inside and outside the organization, Coolfire Core enables businesses to get more done, optimize the bottom line, and improve overall customer satisfaction.

Business-focused Conversational AI solution to help enterprises deliver outstanding services experiences.

Automate & integrate the management and control of documents, business processes & records using one application

Access Controls/Permissions

Active Directory Integration

Activity Dashboard

Activity Tracking

Alerts/Notifications

Application Management

Approval Process Control

Archiving & Retention

Asset Lifecycle Management

Audio File Management

Audit Management

Audit Trail

Authentication

Automated Scheduling

Automatic Backup

Backup and Recovery

Batch Processing

Billing & Invoicing

Business Process Automation

Calendar Management

Case Management

Cloud Backup

Collaboration Tools

Collaborative Development

Commenting/Notes

Compliance Management

Compliance Tracking

Conditional Logic

Configurable Workflow

Contact Management

Content Delivery

Content Library

Content Management

Content Publishing Options

Contract/License Management

Custom Development

Customizable Dashboard

Customizable Fields

Customizable Forms

Customizable Reports

Customizable Templates

Data Aggregation and Publishing

Data Capture and Transfer

Data Import/Export

Data Migration

Data Recovery

Data Security

Data Storage Management

Data Synchronization

Data Visualization

Database Support

Deployment Management

Digital Signature

Document Automation

Document Capture

Document Check-in/Check-out

Document Classification

Document Generation

Document Management

Document Review

Document Storage

Document Templates

Drag & Drop

Electronic Forms

Electronic Signature

Email Management

Email Templates

File Conversion

File Management

File Recovery

File Sharing

File Transfer

Filtering

Forms Automation

Forms Management

Full Text Search

Graphical Workflow Editor

HIPAA Compliant

Indexing

Information Governance

Integrations Management

Interaction Tracking

Invoice Management

Metadata Extraction

Metadata Management

Microsoft Outlook Integration

Mobile Access

Mobile Capture

Mobile Signature Capture

Monitoring

Multi-Language

Multi-Party Signing

Multiple Format Support

Multiple Output Formats

No-Code

Offline Access

Optical Character Recognition

Process Change Tracking

Process Modeling & Designing

OnBase

Android

Linux

Web-based

Windows

iPad

iPhone

Ophthalmic tech and scribe

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

Program Coordinator

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).

Coordinator of Instruction

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.

Senior Associate Business Analyst

First of all its a straight forward set up which is very easy to use and i personally happy with its UI. We can back up all the transactions and invoice generated or sale-purchase orders.

Underwriter

Like how you can store all your files and documents in one spot with ease. Easy to retrieve information and documents.

Application Analyst

The ability to generate and query digitized documents was powerful.

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

Skilled Recruiter

That's where their awesome customer service comes in.

Customer Service Representative

The only issue I have with OnBase is a minor annoyance.

Unit Clerk - Oncology

What I like the most about this software definitely has to be how it streamlines this process.

Senior Infrastructure Analyst

Integrates into our Allscripts system, excellent communication with technical lead for setup with in depth fault finding.

Project Manager

Simple back-end for managers and administrators, as well as a good UI for end-users.

Gas Plant Supervisor

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

Systems Analyst 

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

Content Developer

I would say it is playing a vital role in our organization. Also I would say they have responsive customer support.

OnBase on the way to being a better content manager

In practice, I don't see many problems on OnBase except that the drag and drop shortcut is non-existent which delays the work a little.

Application Administrator

I am an application administrator, working to improve business functions and reduce process costs with OnBase.

OnBase Administrator

Also the cost of OnBase tends to be higher than many others but I do find that you get what you pay for.

OnBase screenshot: OnBase in dark mode

OnBase screenshot: OnBase Document Viewer

OnBase screenshot: Approval for Ad-hoc task

OnBase screenshot: Send to Department

OnBase screenshot: Workflow

Large Enterprises

Mid Size Business

Non Profit

Public Administrations

Small Business

SharePoint is a collaboration & content management platform which can be used to build portals, collaboration sites, & also content management sites

Box is a content cloud and AI-enabled platform that enables businesses to securely manage, collaborate on, and automate workflows for their content. It offers end-to-end data protection, seamless collaboration both internally and externally, and AI-powered features to extract insights from unstructured data and streamline critical business processes.

MasterControl is a quality management software (QMS) solution widely used in the life sciences industry, supporting compliance and efficiency for companies of all sizes. The platform provides integrated tools for managing audits, training, documents, and quality events, enhanced by data analytics and artificial intelligence (AI) capabilities. It is designed to help organizations streamline decision-making, accelerate product development, and maintain regulatory compliance.

M-Files is a mobile-based and context-first document management system that uses metadata-driven architecture, workflow automation, and AI to improve visibility, compliance, and efficiency.

Buy Side (Suppliers)

CMS Integration

Completion Tracking

Contract Drafting

Digital Asset Management

Encryption

For Legal Professionals

Policy Management

Pre-built Templates

Process/Workflow Automation

Q&A Management

Real Time Synchronization

Regulatory Intelligence Feeds

Regulatory Reporting

Reminders

Renewal Management

Reporting & Statistics

Reporting/Analytics

Rights Management

Risk Management

Search/Filter

Secure Data Storage

Sell Side (Customers)

Single Sign On

Task Management

Team Collaboration

Templates

Third-Party Integrations

Version Control

Workflow Configuration

Workflow Management

M-Files

Associate Executive Director

I liked M-Files because of the ability to organize company files in a secure location. I used M-Files to fully store my Tax program in my previous position, and loved everything about it.

Account Manager

The setup for workflows is amazing and easy to do. It uses a graphical interface that is fun to experiment with but at the same time powerful and highly customizable.

OnBase vs M-Files Comparison (2026)

OnBase vs M-Files Comparison (2026)

OnBase

M-Files

Overview

Video & Screenshots

Pricing

User reviews

Key features

Integrations

Alternatives