Hyland OnBase vs M-Files comparison

The compared Hyland and M-Files solutions aren't in the same category. Hyland is ranked #15 in BPM , with an average rating of 7.6, and holds a 1.4% mindshare in the category. M-Files is ranked #11 in DMS , and holds a 5.1% 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

4,371 Views
1,005 Comparison Views

100% willing to recommend

M-Files

Read 2 M-Files reviews

1,075 Views
398 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, Automation Anywhere, Apache and others in Business Process Management (BPM).

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

Buyer's Guide

Business Process Management (BPM)

December 2025

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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) (15th), Enterprise Content Management (6th), Low-Code Development Platforms (12th)

M-Files

Average Rating

9.0

Number of Reviews

Ranking in other categories

Document Management Software (11th)

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 1.4%, up 0.3% compared to last year.
M-Files, on the other hand, focuses on Document Management Software, holds 5.1% mindshare, down 7.7% since last year.

Business Process Management (BPM) Market Share Distribution
Product	Market Share (%)
Hyland OnBase	1.4%
Camunda	9.9%
SAP Signavio Process Manager	4.4%
Other	84.3%

Business Process Management (BPM)

Document Management Software Market Share Distribution
Product	Market Share (%)
M-Files	5.1%
Alfresco	11.8%
Microsoft Purview Data Lifecycle Management	8.0%
Other	75.1%

Document Management Software

Featured Reviews

reviewer1981395

Product owner at a computer software company with 10,001+ employees

Seamless data management enhances security while monolithic architecture and reporting need improvements

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, addressing some concerns. Additionally, there could be more integration points with products Hyland has acquired, such as Alfresco and Nuxeo. Offering a trial version with basic features would allow users to experience the product before purchasing. I find OnBase's monolithic architecture to be expensive, and adopting microservices could be beneficial.

Read full review

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

"I like the cloud and its integrability."

"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."

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

"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."

"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 most valuable features are that it's very secure and provides audit trails for our documents."

"The product's initial setup phase is not difficult."

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

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

"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."

"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."

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

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

More Hyland OnBase cons

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

Pricing and Cost Advice

"The solution costs around $6,000 per month."

"OnBase is reasonably priced."

"The tool's price is high."

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

"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."

"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

12%

Financial Services Firm

12%

Computer Software Company

Insurance Company

Manufacturing Company

11%

Computer Software Company

Government

Retailer

Company Size

By reviewers

Large Enterprise

Midsize Enterprise

Small Business

By reviewers
Company Size	Count
Small Business	5
Midsize Enterprise	3
Large Enterprise	8

No data available

Questions from the Community

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...

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What needs improvement with Hyland OnBase?

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What is your primary use case for Hyland OnBase?

I was a vendor managing Hyland OnBase ( /products/hyland-onbase-reviews ) for Hyland, not as a direct user but as a business partner. We managed the solution and were a partner with Hyland.

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Comparisons

OpenText Content Management vs Hyland OnBase

Compared 10% of the time

Alfresco vs Hyland OnBase

Compared 9% of the time

OpenText Documentum Content Management vs Hyland OnBase

Compared 8% of the time

SharePoint vs Hyland OnBase

Compared 7% of the time

IBM FileNet vs Hyland OnBase

Compared 7% of the time

More Hyland OnBase Competitors

SharePoint vs M-Files

Compared 20% of the time

Alfresco vs M-Files

Compared 13% of the time

Microsoft Purview Data Lifecycle Management vs M-Files

Compared 10% of the time

IBM FileNet vs M-Files

Compared 9% of the time

Box vs M-Files

Compared 3% of the time

More M-Files Competitors

Product Reports

Buyer's Guide

Hyland OnBase

January 2026

Download Hyland OnBase product report

Buyer's Guide

Document Management Software

December 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)

December 2025

Download Free Report

Find out what your peers are saying about Camunda, Automation Anywhere, Apache and others in Business Process Management (BPM). Updated: December 2025.

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