Hyland OnBase vs M-Files comparison

The compared Hyland and M-Files solutions aren't in the same category. Hyland is ranked #19 in BPM , with an average rating of 7.7, and holds a 0.4% mindshare in the category. M-Files is ranked #7 in DMS , and holds a 9.2% mindshare. Additionally, 100% of Hyland users are willing to recommend the solution, compared to 75% of M-Files users who would recommend it.

Hyland OnBase

Read 13 Hyland OnBase reviews

358 Views
231 Comparison Views

100% willing to recommend

M-Files

Read 2 M-Files reviews

270 Views
209 Comparison Views

75% willing to recommend

Hyland OnBase

M-Files

Comparison Buyer's Guide

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Executive Summary

We performed a comparison between Hyland OnBase and M-Files based on real PeerSpot user reviews.

Find out what your peers are saying about Camunda, Apache, Automation Anywhere and others in Business Process Management (BPM).

To learn more, read our detailed Business Process Management (BPM) Report (Updated: April 2025).

Buyer's Guide

Business Process Management (BPM)

April 2025

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Helped 851,451 peers since 2012

Review summaries and opinions

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

Categories and Ranking

Hyland OnBase

Average Rating

7.8

Reviews Sentiment

6.9

Number of Reviews

Ranking in other categories

Business Process Management (BPM) (19th), Enterprise Content Management (5th), Low-Code Development Platforms (14th)

M-Files

Average Rating

9.0

Number of Reviews

Ranking in other categories

Document Management Software (7th)

Mindshare comparison

While both are Content Management solutions, they serve different purposes. Hyland OnBase is designed for Business Process Management (BPM) and holds a mindshare of 0.4%, up 0.3% compared to last year.
M-Files, on the other hand, focuses on Document Management Software, holds 9.2% mindshare, up 6.0% since last year.

Business Process Management (BPM)

Document Management Software

Featured Reviews

Phemy Lekalakala

Manager of Information Systems at University of the Witwatersrand

Stable content and workflow management solution with a valuable retention module

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.…

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Laurie NYlund

Director of IT at JH Kelly

Good workflows, and it is easy to use with a dashboard that improves contract visibility

My advice for anybody who is looking into implementing this product is to do a pilot first. After you do your research, do an actual pilot before you commit because everyone has nuances and you might find out that it is not what you want, or that it doesn't really do what you think it's going to do. It is not the simplest product to use but because of the robustness of its feature set in the ability with the workflows, and the APIs, to do just about anything you can imagine with it, that's very valuable. I wish it was a little easier to use because we have to spend more time than I'd like with new users, teaching them how it works. We try to hide all that from them but the setup time to get everything the way we wanted was probably two months. That is two months in one resource working on it half time a week, but it just took a lot of work to get the metadata set up, to get the workflows set up, and to get all the documents added to the repository. Now we've got versioning and we know where everything's at, the dashboard is great, but don't assume when they tell you that you'll be up and running in two weeks, that that is the truth. It takes much longer than you think. I would rate this solution an eight out of ten.

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Quotes from Members

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

Pros

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

"Hyland OnBase is valued for its security, especially for those in the finance domain who require data confidentiality."

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

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

"The solution's most valuable features are integration and flexibility."

"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."

"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 cloud and its integrability."

More Hyland OnBase pros

"Using M-Files means anybody on the executive team to go in and immediately look at a dashboard and know the status of a contract."

Cons

"We are struggling with duplicates and would like to have OCR functionality when using this solution."

"The look and feel could be better. The integration with the user could be better. It could also be more user-friendly."

"The application could potentially be more open-source, allowing integration with more solutions."

"Software malfunctioning usually occurs when we receive documents from external sources."

"The dashboards do have some room for improvement as compared to the other vendors which are there in the market."

"The solution’s initial setup is a little difficult."

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

"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."

More Hyland OnBase cons

"The integration with other products needs to be improved."

Pricing and Cost Advice

"OnBase is reasonably priced."

"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."

"The tool's price is high."

"They have an Optical Character Scanning module but we didn't buy it because it's ridiculously expensive."

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Top Industries

By visitors reading reviews

Government

14%

Financial Services Firm

14%

Computer Software Company

10%

Manufacturing Company

Educational Organization

14%

Computer Software Company

Manufacturing Company

Government

Company Size

By reviewers

Large Enterprise

Midsize Enterprise

Small Business

No data available

Questions from the Community

What do you like most about Hyland OnBase?

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

See all answers

What is your experience regarding pricing and costs for Hyland OnBase?

I find pricing to be on the higher side due to its monolithic architecture. I would rate it six out of ten. Transitioning to microservices, allowing users to pay for only what they use, could reduc...

See all answers

What needs improvement with Hyland OnBase?

I believe the reporting features need improvement, as other competitors in the market provide better analytics. Hyland is working on a new platform (HXP) to integrate features from all products, ad...

See all answers

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Comparisons

Alfresco vs Hyland OnBase

Compared 19% of the time

OpenText Documentum vs Hyland OnBase

Compared 15% of the time

SharePoint vs Hyland OnBase

Compared 13% of the time

IBM FileNet vs Hyland OnBase

Compared 10% of the time

OpenText Extended ECM vs Hyland OnBase

Compared 9% of the time

More Hyland OnBase Competitors

SharePoint vs M-Files

Compared 35% of the time

IBM FileNet vs M-Files

Compared 16% of the time

Microsoft Purview Records Management vs M-Files

Compared 15% of the time

OpenText Documentum vs M-Files

Compared 11% of the time

DocuWare vs M-Files

Compared 6% of the time

More M-Files Competitors

Product Reports

Buyer's Guide

Hyland OnBase

May 2025

Download Hyland OnBase product report

Buyer's Guide

Document Management Software

April 2025

Download M-Files product report

Also Known As

OnBase

No data available

Overview

Hyland OnBase is acclaimed for its robust document management, automating workflows, and improving organizational efficiency across various industries. Praised for its ability to manage records compliantly, especially in regulated sectors like healthcare and finance, the tool also integrates smoothly with other enterprise systems. Users benefit significantly from streamlined processes, reduced manual tasks, and enhanced data accuracy, boosting productivity and customer satisfaction.

Hyland

M-Files is the leading platform for knowledge work automation. With M-Files, knowledge workers can find information faster, work smarter, and achieve more. M-Files features an innovative metadata-driven architecture, embedded workflow engine, and advanced artificial intelligence that enable customers to eliminate information chaos, improve process efficiency, and automate security and compliance. By embedding automation and GenAI into its core, M-Files' platform not only increases efficiencies for organizations but also empowers knowledge workers to focus on what truly matters—innovation and strategic growth. With 10 global offices, M-Files serves more than 5,000 customers in 100 countries. Start your free trial OR Schedule a demo. For more information, visit www.m-files.com.

M-Files

Sample Customers

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

Crowe UK, Stearns Bank, Head Energy, OMV, TK Elevator

Buyer's Guide

Business Process Management (BPM)

April 2025

Download Free Report

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