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Box vs Hyland OnBase vs SharePoint comparison

 

Comparison Buyer's Guide

Executive Summary

Review summaries and opinions

We asked business professionals to review the solutions they use. Here are some excerpts of what they said:
 

Mindshare comparison

As of April 2026, in the Enterprise Content Management category, the mindshare of Box is 3.7%, down from 3.8% compared to the previous year. The mindshare of Hyland OnBase is 5.7%, down from 6.7% compared to the previous year. The mindshare of SharePoint is 11.6%, down from 16.9% compared to the previous year. It is calculated based on PeerSpot user engagement data.
Enterprise Content Management Mindshare Distribution
ProductMindshare (%)
SharePoint11.6%
Hyland OnBase5.7%
Box3.7%
Other79.0%
Enterprise Content Management
 

Featured Reviews

Ahmed Rashad - PeerSpot reviewer
Senior Projects Manager at Tech-hub
Team collaboration has improved through shared access and real-time synchronization
I find the synchronization feature most valuable in Box. When I use multiple devices, it syncs them together and gives excellent results. I can assess the benefits of Box's file sharing. Box's integration with third-party apps is valuable, especially with Outlook. Box has helped my team's productivity by being very helpful with team collaboration when we are sharing certain shared documents between us. I mostly value Box's automation capabilities. They have helped optimize my business processes by saving time for sharing or sending files between the team. This gives us a shared workspace to work together on the same document or the same ideas. Box's security features have helped my organization meet compliance needs.
Arjurn Dakash - PeerSpot reviewer
Project Manager at Deloitte
Workflow automation has transformed case management and reduced errors across our processes
Hyland OnBase is a great tool for document storage and retrieval, automating business processes using workflow, and building applications in WorkView. It saves a lot of time, reduces human errors, and is very cost-effective. Hyland OnBase has drastically improved our business processes and made everyone's jobs easier. Hyland OnBase is a fantastic system that does a lot for my organization. We use it for indexing and storing documents as the main reason we use Hyland OnBase, but it also has many features that we use every day. Workflows are the most common way that our employees interact with Hyland OnBase. We also ingest thousands of documents every day, and with our continued rate of growth, we do not see Hyland OnBase having any trouble handling the added traffic. It is very scalable. The best features Hyland OnBase offers include workflows, document retention and security, document ingesting and indexing, and document retrieval and storage. The user-friendly interface makes it very easy to use and provides a smooth learning curve for new users. Workflow is used to quickly and easily configure and improve business processes. We also have automation through workflow, which saves time and cost. Reporting dashboards allow us to create useful reports to keep personnel informed, making data-driven decisions easier. While we have grown a lot over the past five years, Hyland OnBase has allowed us to maintain our existing workflows rather than hiring additional employees, requiring fewer employees thanks to Hyland OnBase. Since Hyland OnBase is our central repository for all documents, our documents are more secure, allow greater work flexibility, especially for remote work, are more easily accessible, and are smarter. It has changed the way we as a company work. Through workflow automation, we have been able to save a lot of time, with forty to fifty-five percent of time being saved currently.
reviewer2811600 - PeerSpot reviewer
SDE 1 at a educational organization with 501-1,000 employees
Centralized document governance has boosted collaboration and made knowledge sharing structured
SharePoint is a powerful platform, but there are a few areas where I think it could be improved, such as user experience. For new users, the interface and navigation can feel quite complex, specifically when working with multiple sites and document libraries. Another improvement would be search functionalities. While it is good sometimes, it does not always return the most relevant result unless a document is very well-structured and tagged. Also, initial setup and customizations can be time-consuming and may require technical expertise, specifically when configuring workflows or permissions. From a modern development perspective, tighter and more seamless integrations with tools including Power Automate and better support for custom backend integrations through APIs could make it more efficient. Overall, simplifying usability and enhancing search and integration capability would make SharePoint even stronger. One additional area I would appreciate improvement would be performance and responsiveness, especially when dealing with a large document library. Sometimes loading or navigating through large datasets can feel quite slow. Another aspect is permissions management. While it is very powerful, it can become complex to manage at scale, specifically when there are multiple levels of access across teams and projects. Improving developer experience would also be beneficial. Making customization, API integrations, and extensions more straightforward would help teams, especially backend developers, leverage SharePoint more efficiently.

Quotes from Members

We asked business professionals to review the solutions they use. Here are some excerpts of what they said:
 

Pros

"The solution is scalable."
"The system's performance is impressive, and file sharing is notably straightforward."
"File sharing for projects and other unique activities have been greatly enhanced."
"We can provide controlled access to documents using the product."
"Our employees can access content from anywhere, no-vpn, no special apps, no extra authentications."
"Office Integration. The full integration into the Microsoft Office products is just perfect."
"We've never had a penetration. We've never had a security issue that their support didn't solve. We love their audit trail. We can know exactly when a collaborator opens. We love how you can define a collaborator."
"It is a very user-friendly product; the solution is stable and, for me, it's very easy to navigate whether I'm in my email, Smartsheet, or SLAM so that I can get my documents, make changes, and load them back without any complexity."
"The most valuable features are that it's very secure and provides audit trails for our documents."
"OnBase is a remarkable tool. It is a well-done product. Hyland has a lot of experience in building it and looking for new things for clients in terms of functionalities. It has amazing stability, and it can grow horizontally and vertically. It is built for growth. Their technical support is also quite good and available throughout the year."
"OnBase provides high-value solutions for organizations with much less cost in comparison to other ECM solutions."
"The most valuable features are that it's very secure and provides audit trails for our documents."
"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."
"I like the flexibility and its modular nature that allows us to create solutions that meet our business needs."
"With Hyland OnBase, every document is unique, and access can be restricted and audited depending on user permission, allowing a company to take control of their information and be more productive."
"Hyland OnBase is valued for its security, especially for those in the finance domain who require data confidentiality."
"It is functionalities that improve the efficiency of the employee workforce."
"The online editing capabilities, file sharing, auditing, information security, ease of solution management, and the easy user adaptation to the platform are the most valuable features."
"The most valuable feature is the ability to easily build intranet sites for communicating within teams, storing documentation, product information, pricing policies, updates on product infrastructure, and other related news."
"Its most valuable feature is the document library."
"It has made us faster and more efficient."
"Document flows, storage, and numbering take off the actions for checking and assigning the numbering and running around with approvals and pre-approvals."
"The most valuable features are the collaboration and sharing."
"There are a lot of valuable features (e.g., ease of use, collaboration, integration with LDAP, security, accessibility, stability, etc.)."
 

Cons

"Maturity of the enterprise security around user management."
"I would love to see the ability to invite collaborators extended to a file level, not just the folder level."
"They could integrate better with other platforms."
"I find their API to be quite complex and it could be more straightforward."
"The integration with other products should be improved."
"They could integrate better with other platforms."
"Better integration with other solutions is needed."
"Improvements in speed - Box's high level of security impacts performance, especially when compared with other similar services."
"We need to troubleshoot why our reports didn't get downloaded in a day. There is a workflow feature which powerful but also complicated."
"For user experience, they would have to do more with the interface. It is not easy to work with and is a little messy."
"An area for improvement would be the training - getting our people up to speed on how to use it required more training than we expected due to the complexity of the solution."
"Hyland OnBase can be improved by reducing the many different applications that need to be used when being an administrator for this product."
"Software malfunctioning usually occurs when we receive documents from external sources."
"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."
"For user experience, they would have to do more with the interface. It is not easy to work with and is a little messy. It is getting better, but it is not yet good enough. Other products are comparatively doing better in terms of the user interface. I have been hearing about Box, which is very easy to use and learn for the users. OnBase has to work on this aspect. It should have BPM capabilities. We compete with tools that provide the BPM feature and support those standards. They can do better in terms of the pricing model. It is a really expensive tool in Latin America. They should have different prices for different regions."
"The application could potentially be more open-source, allowing integration with more solutions."
"Technical support is poor. Microsoft makes it tough to get quality support."
"Mobile rendering is not up to the mark."
"Support is deficient. We depend on local vendors to get access to support and most of the issues we presented took more time to resolve that we wanted."
"Search integration across SharePoint, Yammer, Teams, and OneDrive."
"In general, it is a good product, but it has limited support and too much expertise required."
"We need the storage of the files, the documents right now are in the database. Maybe SharePoint has to improve the capability to store the information in file systems."
"SharePoint designer workflows can be buggy sometimes without any apparent reason."
"For example, if you installed SharePoint on a virtual machine with dynamic memory, it could destroy the farm without any possibility of repairing it."
 

Pricing and Cost Advice

"Box needs to improve with their pricing in terms of licensing costs."
"A business account has a minimum of three users. If you are more than three people in-house, go for the Enterprise version. All the external users are free of charge."
"We are using the free version of the solution. There is a free version and monthly and yearly subscriptions available."
"They are very price competitive when pushed. Initially, they come out with a standard list price, but they are willing to be very competitive. The Box price was pretty much equal to or lower than the Citrix price, and Box has more features."
"Better sign a full year's contract to get a discount."
"The pricing may seem steep at first, but delve into the features and you'll soon realize it is incredible value for what you get."
"I believe Box is cheaper than SharePoint."
"The more you dig, the deeper the level of tools, and the more expensive it becomes."
"OnBase is reasonably priced."
"The tool's price is high."
"The solution costs around $6,000 per month."
"They can do better in terms of the pricing model. It is a really expensive tool in Latin America. They should have different prices for different regions."
"There are a number of different types of licenses. There are concurrent licenses, individual licenses and imaging licenses."
"It is very expensive.​"
"The licensing model for SharePoint Online is based on per user, and it is monthly. The price of the solution overall is good."
"For this type of solution, it is not wise to buy it without Software Assurance."
"The replacement costs for it are cheaper if you use only SharePoint."
"Licensing can be by server or by seat."
"The solution's pricing is relatively expensive because it's bundled with other products."
"They are about an eight in comparison to other similar products."
"The cost is expensive, but worthwhile."
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Comparison Review

it_user8925 - PeerSpot reviewer
Developer with 51-200 employees
Aug 23, 2013
Jive vs Sharepoint vs Drupal Commons
At Mediacurrent we often get requests to compare Drupal to other platforms used for intranet sites and social business platforms (like https://dev.twitter.com/ for example). This is often referred to as “Social Business Software”, which has grown in popularity in recent years. I decided to do a…
 

Top Industries

By visitors reading reviews
Financial Services Firm
12%
Manufacturing Company
7%
Government
7%
Construction Company
6%
Government
11%
Financial Services Firm
11%
Computer Software Company
8%
Healthcare Company
8%
Government
11%
Financial Services Firm
9%
Manufacturing Company
8%
Construction Company
7%
 

Company Size

By reviewers
Large Enterprise
Midsize Enterprise
Small Business
By reviewers
Company SizeCount
Small Business17
Midsize Enterprise9
Large Enterprise27
By reviewers
Company SizeCount
Small Business5
Midsize Enterprise3
Large Enterprise13
By reviewers
Company SizeCount
Small Business80
Midsize Enterprise39
Large Enterprise81
 

Questions from the Community

What is your experience regarding pricing and costs for Box?
I found the pricing reasonable because when I was working for an IBM partner, Box was free for us. We did not go to p...
What needs improvement with Box?
I believe Box has a lot of features that put it in a good rank among the file-sharing apps. I would like to see featu...
What is your primary use case for Box?
I use Box, Delphi, and IBM FileNet. I worked for a software company as a project manager, and this experience include...
What is your experience regarding pricing and costs for Hyland OnBase?
My experience with pricing, setup cost, and licensing is that it is very cost-effective and affordable.
What needs improvement with Hyland OnBase?
Hyland OnBase could be improved in terms of service support response time. More timely updates to solution software s...
What is your primary use case for Hyland OnBase?
Hyland OnBase is used across the entirety of the organization in a variety of different ways, and its primary use is ...
What is your experience regarding pricing and costs for SharePoint?
I do not know the difference between the prices of the two solutions; I did not work on this project.
What needs improvement with SharePoint?
It is not really better; we use the same solution as before with Google Drive and the Google App solution. Sometimes ...
What is your primary use case for SharePoint?
I create a data warehouse and establish a link between different applications. For data exchange, the vendor is Oracle.
 

Also Known As

No data available
OnBase
SharePoint 2007, SharePoint 2010
 

Overview

 

Sample Customers

GE, Toyota, P&G, Caterpillar, Flex, Schneider Electric, Sally Beauty, Eurostar, AstraZeneca, AirBnB, Whirlpool, Wake Forest School of Medicine, Nationwide, Aeropostale etc
Honda France Industries, Hill County Texas, Hylant Group, ING Lease France, State of South Carolina, Syracuse University, Swindon College, Rhode Island Department of Human Services, Rochester Institute of Technology, Moen, Odense University Hospital
Toyota, Aeroports de Paris, ASBBank Ltd., Barking, Havering and Redbridge University Hospitals, CambridgeshireConstabulary, D&M Group, NPL Construction Company, and The Regional Municipality of Niagara.
Find out what your peers are saying about Microsoft, IBM, Adobe and others in Enterprise Content Management. Updated: March 2026.
885,728 professionals have used our research since 2012.