Hyland OnBase Reviews

For an example of how my team or department uses Hyland OnBase in our daily work, accounts payable uses it for processing and finalizing payments, and Hyland OnBase is also used for its mass import capabilities such as DIP, COLD, Mailbox Importer, and EDI, especially by outbilling areas to quickly bring in needed documents for the workflows.

Another major use of Hyland OnBase by our organization is that it has found more and more use in new departments to ease workflow, cut down on time, and reduce paper use.

Out of those features, the workflow engine has made the biggest difference for me because it is excellent for automating approval processes, and we use Hyland OnBase for legal requests, hardware requests, travel requests, corporate credit card requests, and file transfer requests.

WorkView is an incredible module for gathering and displaying summary information, and we utilize it highly in our subsidiary to manage our legal contracts, their financial billing process, and their travel. We also use the Document Import Process coupled with Unity API for writing custom code to automate processes to send and receive data from other systems that are not yet API enabled.

The impact of Hyland OnBase on our organization is that automating manual processes has had an incredible effect on our return on investment, and the man-hours saved by automating processes pays for the system, ranging from one to five hours.

I measured the man-hours saved through the tracking of workflows and automation processes.

Additionally, Hyland OnBase has allowed us to move away from moving paper around various departments, providing workflow management to keep approval inside the system and out of the email boxes, eliminating the need for paper storage, and saving storage costs with other vendors.

More timely updates to solution software support documentation also should be improved.

Positive

Hyland OnBase is a great product with a lot of features and flexibility for customization to implement various business needs, making external integration with various business systems easy. Overall, it is a robust solution that can support the demanding usage needs for multiple departments and is very stable, secure, and has been a reliable and easy, scalable solution for our organization.

I found this interview to be well done but suggest trying to be a little faster. I gave this review a rating of 9 out of 10.

My main use case for Hyland OnBase is implementing it as both a simple and complex document management system across many different market segments for the sole purpose of making scanned and virtual documents easily searchable and accessible. The workflow capabilities of the product, as well as the Unity web interface and the ability to seamlessly tie into most third-party applications to allow easy associated information lookups within Hyland OnBase, led to a very dynamic and game-changing product compared to how my organization was previously managing their information.

A specific example of how I have used Hyland OnBase for document management or workflow in my organization is the amazing integration with third-party applications. Being able to get documents and information through email, folder importing, mainframe screens, other applications, and XML/CSV streams was simple, powerful, and effective.

Regarding my main use case, it is very simple, effective, and it just works when it comes to content management systems. We rely on static folder structures for storing information or Excel access tables, which can easily become a mess. With Hyland OnBase, every document is unique, and access can be restricted and audited depending on user permission. It allows for a company to take control of their information and be more productive.

The best features Hyland OnBase offers include a powerful admin interface. The Unity application is a work in progress, and Hyland OnBase also has document storage, basic workflow activities, and Hyland OnBase security is top-notch.

Great support channels for resolving application issues is something I would add about the features, along with support for a wide variety of files that can be stored within the product. It is also easy to query the database to pull reports on usage.

Hyland OnBase has positively impacted my organization because we use the system internally to our departments, but it also helps the system by filling out web forms that help us gather information from our employees quickly and more effectively than through email or paper methods. It is also very beneficial because we are able to reduce our paper costs by collecting documents electronically and keeping them electronically through the life cycle of that document. We have increased visibility into where our bottlenecks are for processing documents. It has become easier to identify inefficient processes and pinpoint how to leverage the product to reduce the time and effort needed to process that document.

We can easily retrieve documents that need to be stored long-term, enabling us to reduce our paper by collecting documents electronically and keeping them electronically throughout the life cycle of that document. This has reduced the cost by fifty percent. We have increased visibility into where our bottlenecks are coming from, especially which processes are processing documents.

Hyland OnBase can be improved because Report Services is an additional license and should be included with the base product. The reason I take off that one point is that sometimes Report Services is an additional license, and that means extra cost.

I have been working in my current field for six years and two months.

Hyland OnBase is very stable and I have not experienced any downtime.

Hyland OnBase is very scalable because it can handle my organization's growth effectively.

The customer support for Hyland OnBase is fast and very responsive.

I previously used a different solution which was Microsoft Azure and Document Vantage on Demand.

I have seen a great return on investment with Hyland OnBase. We have been able to reduce staff by not needing temps and have achieved a great reduction of space due to not using file cabinets. It is nice to have instant images without getting up and looking for things.

My experience with pricing, setup cost, and licensing is that the price is relatively affordable, but as I mentioned, Report Services is an additional license. That means when I want to use Report Services, I prefer to pay more additional cost for using Report Services.

Before choosing Hyland OnBase, I evaluated other options such as Salesforce.com.

My advice for others looking into using Hyland OnBase is that it is more efficient, fast, and easy, making it a great business process management and workflow tool to manage the API. My organizational business areas are able to automate what was once manual tasks by leveraging the ability to define workflows that are congruent to internal business processes. Hence I am able to save a lot of time and cost. I would rate Hyland OnBase a nine out of ten.

Positive

Hyland OnBase was used as our primary document and image repository, and we extensively utilized the workflow module within it. It was used to store all of our customer documents, system-generated reports, operational items we needed, and check images. We built out a workflow module, including one specific for accounts payable.

Integrating Hyland OnBase with our systems enabled us to automate document designs and templates, which was extremely helpful in the finance and banking industry. 

The application allowed integration of front-end customer onboarding processes to create, route, ingest documents, and route them for approval within the application, enhancing audit traceability.

Hyland OnBase offered robust system features ranging from configuring indexing fields to building auto-import routines for regular file imports. 

It provided data security features, allowing restrictions on sensitive documents, such as who could view or modify them. 

The user interface was intuitive, and the product integrated well with other applications like Outlook and Salesforce, enabling easy document indexing and access.

We found the size of images to be a restriction, though this may have been due to the API used rather than the Hyland application. The application could potentially be more open-source, allowing integration with more solutions.

I used Hyland OnBase for approximately eight years, starting around 2015.

Hyland OnBase was a stable solution that worked effectively for us, providing traceability and data security.

We had an enterprise license, which allowed unlimited users and a number of workflow licenses. We never crossed the threshold of workflow licenses, as the workflow was executed via system licenses, not directly through user licensing.

We primarily worked with Fiserv for technical support and not directly with Hyland. The Fiserv team was helpful, although instances existed where their database was tricky to manage. 

Our vendor relationship facilitated integration with our system and offered additional service beyond the Hyland OnBase product.

We transitioned from a document image repository to Hyland OnBase.

The initial setup was complex, particularly building a custom accounts payable workflow module. This task was supported and guided by the vendor, Fiserv.

Our implementation was managed by Fiserv, who served as the vendor and reseller, providing key insights and support during the complex integration process.

As we had an enterprise license, we were not limited in terms of user access. We also paid for workflow licenses, which allowed up to 250 concurrent users.

Alfresco was an alternative used within the organization, but I only engaged with it as a generic user.

Hyland OnBase appeared more robust compared to Alfresco, but this perception might be influenced by deployment and configuration differences. Users appreciated the user interface and extensive integration capabilities.

I'd rate the solution eight out of ten.

I am an IT personnel. We are supporting the tool. I am working for an IT firm here, and we are supporting a client.

The solution's most valuable characteristics are its features, mostly those used by its client, like workflows, some advanced capture stuff, dashboards, and reports.

The migration is a bit difficult in the tool. Whenever we make certain changes to workflow or other stuff, migrating the code from one environment to another is a bit tedious. The tool has an option for export and import, which is not robust. Most of the time, we need to do things stuff manually. For example, if we make any changes in the existing life cycle or any queues, we have to move those changes manually. There is no robust way to migrate code from one environment to a lower environment, like prod.

When it comes to the product's technical support, the turnaround time is a bit longer than expected. The issue may be because there are a number of issues or a large number of customers who are reaching out to the support team for help. I believe that the solution's technical team can provide a solution more quickly.

I have been using Hyland OnBase for ten years.

Whenever we have something or need assistance from a tool that is beyond our reach, like there are certain limitations, querying databases, or maybe any critical issues, we definitely reach out the solution's technical support team. I think my company is satisfied with the support of the product. I rate the technical support an eight out of ten.

Positive

I have experience with OpenText Documentum. Architecture and technology-wise, OpenText Documentum and Hyland OnBase are completely different. OpenText Documentum is more of a Java-based tool. Hyland OnBase has a .NET framework. Our client used OpenText Documentum for the manufacturing domain. They use the tool to maintain content related to the user guides, installation guides, and the images of the appliances, all this stuff. I am not sure how good OpenText Documentum is for the insurance domain, but it is good for manufacturing. Hyland OnBase has an expensive licensing model. What I feel is OpenText Documentum is more expensive than maintaining Hyland OnBase.

The product's initial setup phase is not difficult. I have managed three upgrades, so I can do everything individually with the tool. The upgrades were for the services used by clients.

My company takes care of the product's deployment phase in a sequence, though not always. Initially, maybe the first step would be the database of Hyland OnBase, followed by the services according to end-user clients. Applications and web clients are involved in the deployment, So it has a sequence, and it will take maybe six months. We need to do testing, starting from lower enrollments and all those things.

The product is insurance domain-friendly in nature. The tool is being used in domains other than insurance. What I feel is that the tool is more of an insurance domain-friendly tool. I think it benefits the insurance industry a lot in terms of security, maintaining the content, and using the workflows.

It is being integrated with Guidewire. Some other person did the Guidewire and Hyland OnBase integration, so it was in place, but we maintain stuff and support the integration.

I haven't explored any AI features in the tool. I think the tool has recently implemented a lot of changes with the cloud and is introducing new features as well, but I need to explore them.

I can recommend the tool to others. Once the setup of the tool is done for an organization, one has to look into more of the configuration part. They don't have to go for much complex customizations. If they are ready to spend time on the cloud-based maintenance of the servers, everything will be managed by Hyland, and the users won't have to take care of many such areas. If the users want to be secured and be within their network, they can go with the existing Windows-based servers, where they need to maintain the servers and databases.

With the features and advanced capture functionality, along with the content management stuff, I rate the tool a seven out of ten.

It's the enterprise document storage utility, handling everything from member statements to reports and checks written against member accounts.

Its most valuable aspect is its flexibility. You can apply any keyword to search for anything within a document. This flexibility is also its biggest drawback: If you overuse the number of keywords, you can run into performance issues.

Software malfunctioning usually occurs when we receive documents from external sources. The incidents are related to the source not providing the correct accompanying metadata or keywords, which then requires manual adjustments.

I have been using Hyland OnBase for a year.

Eight people are using this solution. We have over a billion documents in our repository, it scales pretty well.

We wanted to implement a stored procedure against their database instead of using their internal or provided APIs. To get permission, you have to go through an entire legal process.

They bear some liability if a document gets lost, destroyed, or leaked, so they don't want to give customers unrestricted access to write anything against their database. Even after we demonstrated the performance issues, they kept suggesting alternatives. They agreed only after we proved that their APIs couldn't deliver the performance we needed. We had to go through a legal negotiation to amend the contract to allow the stored procedure.

Positive

They provide a SOAP-based API, which has been difficult to integrate with our MuleSoft Service Bus. We're considering moving to their more modern REST API, which has better security hooks that we can leverage more effectively with MuleSoft.

A typical system deployment can happen overnight. We don't have an automated pipeline for the application; everything is done manually. If it's strictly an update to the configuration, and barring testing, it's an overnight process.

Everyone involved in development, configuration, business analysis, and management is part of one team. A separate team of about four people is responsible for administration tasks such as patching the servers and installing the updates developed by the development group.

The product does what you need to do if you have a regulatory need to retain a document for X number of months or X number of years. It allows you to set that expiration date, and once it hits that retention period, assuming you put one, it will handle the removal. For example, financial institutions must keep checks and images on hand for two years. After two years, checks older than that are automatically removed from the database and the repository.

They have AI offerings, but we have not yet investigated them.

Overall, I rate the solution a nine out of ten.

We are a financial institution and we keep all of our member documents on Hyland OnBase. We keep statements, photo IDs, core system reports, etc. It also has a link to DocuSign where it automatically downloads DocuSign documents. 

The solution is very developed and we are not taking full advantage of its functionalities. 

We need to troubleshoot why our reports didn't get downloaded in a day. There is a workflow feature which powerful but also complicated. 

I have been working with the solution for a year and a half. 

Hyland OnBase's support is good but you need to pay extra for premium support. It can be cumbersome to track the right person. 

Neutral

The tool's price is high. 

I would rate Hyland OnBase an eight out of ten. It can do everything that is required. The tool is a powerful system that can serve any organization. The tradeoff is cost and complexity. 

You need to train multiple people because it is a complicated system. We had one person who was trained to use the system and once he left us, we were in a fix. So I would suggest having at least two to three people that are fully trained to use and administer the system.

We use this solution for record management and digitization of records. We also use it for workflows and to build online forms.

The retention module is one of the most valuable features. Whatever we scan onto the system can be identified and we are notified when the records are due to be disposed. 

We are struggling with duplicates and would like to have OCR functionality when using this solution. We do have a barcoding solution but the main challenge we need to overcome is identifying duplicates. 

I have been using this solution for more than ten years. 

This is a scalable solution. 

This solution is 80% scalable. We have approximately 5,000 users supported by it. 

I would rate the support for this solution a seven out of ten. 

Neutral

We have previously used Perceptive Content which is also part of Hyland.

The initial setup is straightforward. Deployment took one to two months including testing. 

We implemented this solution with the help of a partner. 

There are a number of different types of licenses. There are concurrent licenses, individual licenses and imaging licenses. 

This solution is easy to implement and easy to use as long as you know what your business requirement are or the specifications are straightforward. 

I would rate this solution an eight out of ten. 

My customers use it mainly for financial work, where they don't want their data leaked. If we put it on the cloud, there is definitely some chance of leakage. While every cloud is secure, ultimately, it is in the hands of the cloud admin. Therefore, we rely on an on-premises solution, which is much safer in the case of financial applications. 

Also, we have some customizations of OnBase, which are MRM, ROI, and those kinds of applications for the product which are used in the healthcare domain.

The product does allow some low-code development features. For example, suppose a customer needs some customization. In that case, they can put their small applications on top of OnBase, which can be integrated, and they can leverage its utility into their domains. That is one of the features which I could say is in huge demand. If a client doesn't have a technical team and prefers to do customizations on their own (rather than going back to Hyland and paying them for those solutions), they can do so.

They are improving their dashboards and reporting, which helps organizations as well. They have created some new types of clipboards in OnBase and working towards enhancement as well.

The dashboards and reporting are quite good.

The product does offer a low-code environment, which is great for non-technical teams. 

We found the setup process to be okay since they do offer a troubleshooting guide.

It is scalable and stable. 

The dashboards do have some room for improvement as compared to the other vendors which are there in the market. That said, it depends on the use case that the customer has. 

They need to focus on security for financial organizations and healthcare domains that are using it. For them, while the current dashboards are meeting their needs, the market is changing. They do need some transformation on top of it.

In terms of reporting, we don't have anything on the artificial intelligence side. For example, if one of my customers is uploading their invoice, they have an OCR feature which is known as Optical Character Recognition, and their system does read those things; however, in this solution, they don't have a mechanism, as of now, to improve it further. Therefore, if I have uploaded an invoice that includes my name, it should be able to suggest to me that there are other documents that already have this name in them. The search engines could use some artificial intelligence to make the solution much, much better.

If I'm using Google, and if I try to search for a name with a string, it will show me all the files which are coming with the name, which are all the listings of the files, before I add the complete name. Then it will start displaying the list of files. The search functionality in this product should offer a similar approach and make suggestions based on what you are typing. 

The troubleshooting guidelines could be more clear during the initial setup. 

I've been using the solution for the last six months.

It is stable and reliable. 

It is like a Windows application. If I have done an installation on my machine, then it will work properly. We will not run into any issues related to security or scalability if we have proper hardware in place. However, if I'm installing it on my laptop and I don't have the appropriate RAM to run it, then it will be challenging. Otherwise, it works nicely.

The solution is scalable. 

I've never escalated issues to technical support.

I have worked on Hyland OnBase only.

Installation-wise, there are sometimes some challenges. However, we do have some troubleshooting guides that help us troubleshoot the issues we are getting. At times, it includes a few different components, so there is room for improvement to help the troubleshooting guide become clearer. We can easily handle a one-time installation in the case of on-premise since, once it is installed on one of my machines, I can keep using the same setup again and again. It's easy to understand once you have done it. 

I'd rate the installation process a six out of ten in terms of ease of deployment. For the most part, it is just a step-by-step installation. 

There is no specific maintenance needed as such. That said, when there is a version upgrade, then there are certainly some challenges due to the fact that the technology is legacy now and, of course, the turnaround time is longer. If we run into any challenges, then the turnaround time to resolve issues is also more since the technology is older. 

I can't speak to the exact pricing. I don't have information about licensing. 

I'm a partner. I'm working with the Windows-based version of the solution. 

We are starting to launch these products on AWS, and that likely will make everything easier in the future (as opposed to on-premises deployments).

I'd rate the solution an eight out of ten. It needs a bit better usability. However, the security is good.