OnBase Features

OnBase

Enterprise content management solution

4.38/5 (50 reviews)

OnBase Feature Summary

  • Import electronic documents directly to the OnBase cloud
  • File storage & archiving
  • High volume batch scanning
  • Retention and records management
  • Automate predictable decisions
  • Manage Accounts Payable
  • Automatic document composition & distribution to clients
  • Business intelligence & reporting
  • Dashboards
  • Email clients
  • Case management
  • Productivity add-ins
  • Technical support
  • Client interfaces
  • Offline & disconnected access
  • Web-based training
  • Security & protection

Operations Management Feature Comparison

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Custom Fields (228 other apps)
Customizable Reporting (337 other apps)
Data Import/Export (311 other apps)
Document Storage (249 other apps)
Inventory Management (307 other apps)
Inventory Tracking (262 other apps)
Invoice Management (233 other apps)
Monitoring (237 other apps)
Real Time Data (285 other apps)
Real Time Reporting (238 other apps)
Reporting & Statistics (369 other apps)
Third Party Integration (301 other apps)
Workflow Management (321 other apps)

Competitor Feature Comparison

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Mobile apps

iOS App


6 reviews

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Requires iOS 8.0 or later. Compatible with iPhone, iPad, and iPod touch.

Android App


82 reviews

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OnBase Feature Reviews

25 reviewers had the following to say about OnBase's features:

Solange Charles

Versatile system, but still has a few limitations

2018-08-02

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.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Daily

Likelihood to recommend

9/10
Source: Capterra
Helpful?   Yes   No
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Anonymous
(Education Management company, 201-500 employees)

Best ECM software on the market with great workflow capability

2017-12-13

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).

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.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Daily

Likelihood to recommend

10/10
Source: Capterra
Helpful?   Yes   No
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Cristina Era

Using OnBase for Document Management

2018-01-09

Excellent Document Management.

Pros

I like the most "Document Upload" because it allows you to upload any document and store it in OnBase, then you can search it and view it.

Cons

Workflow Configuration is challenging if Workflow is complicated.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Daily

Likelihood to recommend

7/10
Source: Capterra
Helpful?   Yes   No
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Anonymous
(Government Administration company, 201-500 employees)

Good document management and archiving software

2019-04-26

We needed to replace our document management system that was outdated and no longer being supported.

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.

Cons

The public web interface is very limited in what it can do for our public users.

Rating breakdown

Ease of use
Features

Time used: 1-2 years

Frequency of use: Monthly

Likelihood to recommend

7/10
Source: Capterra
Helpful?   Yes   No
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Randy Zaffke

OnBase has gone downhill

2018-07-25

Pros

all in one document and workflow management software, but the pros end there.

Cons

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.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Daily

Source: Capterra
Helpful?   Yes   No
Read more
Candace Eason

OnBase is a great CMS tool!

2018-04-22

The benefits of using OnBase software include having access to a great content management tool.

Pros

OnBase offers a database storage for customers and clients to manage documents in various file types.

Cons

Outdated software such as enterprise software may cause the communication or interfacing of OnBase to fail.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: Less than 6 months

Frequency of use: Daily

Likelihood to recommend

8/10
Source: Capterra
Helpful?   Yes   No
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Anonymous
A verified reviewer

Robust product with amazing support

2018-07-18

The best of similar document management products.

Pros

Very robust product that can be adapted to many different document situations.

Cons

Product does take some time to learn from a end user and administrative perspective.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 1-2 years

Frequency of use: Occasionally

Likelihood to recommend

9/10
Source: Capterra
Helpful?   Yes   No
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Aqsa Yahya

OnBase for my daily work routine

2019-08-19

Its the best software indeed in order to maintain all my documents as i have to work on daily basis .

Pros

Best software indeed for my document management because I can access each of my document through this software within just few clicks Also the scanning power of this software keeps my documents safe and secure. Data entry facility of this software is a blessing because i can save data each a and every time through it without any hassle.

Cons

Things that i don't like firstly this software crashed sometime that is very frustrating at the moment but the support team is very helpful they help me a lot another thing i found disturbing that it needs a high connectivity of internet because sometime its difficult for me.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 6-12 months

Frequency of use: Daily

Likelihood to recommend

9/10
Source: Capterra
Helpful?   Yes   No
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Anonymous
(Hospital & Health Care company, 201-500 employees)

Great for document management

2018-09-19

This is a great program for anyone trying to go green. It's a time saver for me which is key in my work area.

Pros

I use this everyday to access documents for credentialing, I really love the fact that everything is all in one place for me to find.

Cons

Make sure you get the right training, this program can be a bit confusing until you know what your doing and where your going.

Rating breakdown

Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Weekly

Likelihood to recommend

9/10
Source: Capterra
Helpful?   Yes   No
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Brian F

Reliable customer tracking software

2019-03-20

The support at Hyland is great and they can find workarounds for all issues.

Pros

Best of all it is highly customizable. Reporting off of the database tables can be tricky as they are not named logically but by codes/numbers.

Cons

Licensing per user is a expensive. Frequent updates/service patches that require vendor support.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Weekly

Likelihood to recommend

8/10
Source: Capterra
Helpful?   Yes   No
Read more
Manikandakumar Sethurajan

This is amazing system compare to other ECM System

2015-05-24

* Powerful Workflow Engine.Easily can Design any complex Business flows without customization(Code Less) *OCR Engine Powerful

Rating breakdown

Ease of use
Customer support
Source: Capterra
Helpful?   Yes   No
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Anonymous
(Hospital & Health Care company, 10001+ employees)

Great for Case Management

2019-08-26

I would definitely think that OnBase would be a useful tool for any healthcare facility that needs to verify health insurance of patients or needs to make claims.

Pros

OnBase is a great and easy tool to use for patient case management. As someone who is often responsible for verifying the health insurance of patients, I need to create caseloads on OnBase.

Cons

There is definitely a bit of a learning curve for those who are using this for the first time. I think that most tools used in medical settings tend to be somewhat complex to navigate around and this is no different.

Rating breakdown

Ease of use
Features

Time used: 6-12 months

Frequency of use: Daily

Likelihood to recommend

10/10
Source: Capterra
Helpful?   Yes   No
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Stephen Beers

OnBase

2019-03-20

My overall experience with OnBase has been excellent. I don't know what I would do without it as far as keeping me organized. I recommend this software to anyone that has countless PDFs they need to keep a record of and have the option of retrieving at any given moment.

Pros

I mainly use it to keep track of countless numbers of PDFs I have on file. Once imported in to OnBase, I am able to retrieve those files with a simple search.

Cons

When I am importing documents, I am not able to drag and drop multiple files at a time.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Daily

Likelihood to recommend

10/10
Source: Capterra
Helpful?   Yes   No
Read more
Anonymous
(Design company, 501-1000 employees)

OnBase

2018-09-17

Pros

I am able to import my customer's purchase orders and bill of materials in OnBase in seconds.

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.

Rating breakdown

Value for money
Ease of use
Features

Time used: 2+ years

Frequency of use: Daily

Likelihood to recommend

9/10
Source: Capterra
Helpful?   Yes   No
Read more
Anonymous
(Computer Software company, 51-200 employees)

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

2018-02-01

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

Specifically I've used this for document management.

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.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Daily

Likelihood to recommend

8/10
Source: Capterra
Helpful?   Yes   No
Read more
Angela Bryant

Advanced platform for content management

2019-08-17

If I talk about the benefits of using this product. I would say it is playing a vital role in our organization. Also I would say they have responsive customer support.

Pros

It has been an excellent product for content management. With the assistance of this product we can change over unstructured information into an organized one that contains numbers, dates and certainties so as to improve the information conveyance and generally correspondence in a specific association and companies.

Cons

It has been long time using this versatile tool.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 1-2 years

Frequency of use: Occasionally

Likelihood to recommend

9/10
Source: Capterra
Helpful?   Yes   No
Read more
Ted Xie

This is the best document management solution.

2018-05-24

Pros

We can use this module to do bulk import.

Cons

The product is somewhat expensive. You need to purchase individual modules if you need more functionalities. The training classes are not cheap either.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: Less than 6 months

Frequency of use: Daily

Likelihood to recommend

9/10
Source: Capterra
Helpful?   Yes   No
Read more
Anonymous
(Hospital & Health Care company, 5001-10000 employees)

Document Correction

2019-04-20

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.

Rating breakdown

Ease of use
Features

Time used: 1-2 years

Frequency of use: Occasionally

Likelihood to recommend

7/10
Source: Capterra
Helpful?   Yes   No
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Anonymous
(Higher Education company, 201-500 employees)

OnBase For the Office

2018-11-01

OnBase is very useful, and is incredibly important to our office. The interface is a bit clunky, and the software crashes.

Pros

A simple data entry screen allows the user to easily enter the information that is needed.

Cons

More than twice in the last 3 months the software crashed and we were not able to see our documents for a few business days.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 1-2 years

Frequency of use: Daily

Likelihood to recommend

5/10
Source: Capterra
Helpful?   Yes   No
Read more
Anonymous
(Staffing and Recruiting company, 201-500 employees)

LOVE THIS SOFTWARE

2019-03-26

Pros

I used this software while working for a credit union and we were really working about the implementation/switch but honestly it was so smooth besides a few system bugs. That's where their awesome customer service comes in.

Cons

I really don't have much to report that I didn't like.

Rating breakdown

Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Daily

Likelihood to recommend

10/10
Source: Capterra
Helpful?   Yes   No
Read more
Anonymous
(Higher Education company, 1001-5000 employees)

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

2018-07-19

OnBase allows our organization to swiftly process invoices, approvals, T/E reimbursements, and house all backup data for transactions.

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.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Daily

Likelihood to recommend

10/10
Source: Capterra
Helpful?   Yes   No
Read more
Marishia Qualls-May

My A/P program

2019-02-06

I am a vendor analyst in accounts payable, and this is one of our main programs.

Pros

This is an effective program for accounts payable and is easy to learn and manipulate data for entry.

Cons

This program is easy to problem shoot should an issue occur, and I see nothing difficult about it's performance.

Rating breakdown

Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Daily

Likelihood to recommend

10/10
Source: Capterra
Helpful?   Yes   No
Read more
Chuck Stewart

Support needs training.

2017-08-15

Great for document control.

Pros

Handles documents great.

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.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Weekly

Likelihood to recommend

5/10
Source: Capterra
Helpful?   Yes   No
Read more
Leslie Sereix

Used for scanning documents.

2018-05-15

Pros

My dept. has scanned thousands and thousands of documents: personnel files, applicant documents, etc.

Cons

After documents are scanned, you have to manually commit or release each document.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Weekly

Source: Capterra
Helpful?   Yes   No
Read more
Phillip VanSpronsen

Complex and Complete. Quick ROI

2016-12-11

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

Pros

It allows you to do a myriad of things all in the name of streamline your workflow.

Cons

It takes time to grow comfortable in managing it.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 1-2 years

Frequency of use: Daily

Likelihood to recommend

10/10

Recommendations to others considering OnBase

Be sure to have a certified System Admin on hand to ensure best practices are followed when setting up and managing the software.

Source: Capterra
Helpful?   Yes   No
Read more