Hyland OnBase vs M-Files comparison

The compared Hyland and M-Files solutions aren't in the same category. Hyland is ranked #16 in BPM , with an average rating of 7.6, and holds a 1.0% mindshare in the category. M-Files is ranked #10 in DMS , and holds a 7.8% 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

3,580 Views
609 Comparison Views

100% willing to recommend

M-Files

Read 2 M-Files reviews

985 Views
325 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: August 2025).

Buyer's Guide

Business Process Management (BPM)

August 2025

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Helped 867,497 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) (16th), Enterprise Content Management (5th), Low-Code Development Platforms (13th)

M-Files

Average Rating

9.0

Number of Reviews

Ranking in other categories

Document Management Software (10th)

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 1.0%, up 0.3% compared to last year.
M-Files, on the other hand, focuses on Document Management Software, holds 7.8% mindshare, up 6.4% since last year.

Business Process Management (BPM) Market Share Distribution
Product	Market Share (%)
Hyland OnBase	1.0%
Camunda	16.5%
SAP Signavio Process Manager	6.7%
Other	75.8%

Business Process Management (BPM)

Document Management Software Market Share Distribution
Product	Market Share (%)
M-Files	7.8%
Alfresco	15.4%
Microsoft Purview Data Lifecycle Management	11.6%
Other	65.2%

Document Management Software

Featured Reviews

Srinivas Rao Kagitha

Senior Onbase Developer & Administrator at HTC Global Services (INDIA) Private

Offers good dashboards and reports but fails to offer better migration features

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.

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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

"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 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."

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

"I like the cloud and its integrability."

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

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

"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."

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

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

"The migration is a bit difficult in the tool."

"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."

"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."

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."

"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."

"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

13%

Computer Software Company

10%

Insurance Company

Manufacturing Company

10%

Computer Software Company

10%

Government

Comms Service Provider

Company Size

By reviewers

Large Enterprise

Midsize Enterprise

Small Business

By reviewers
Company Size	Count
Small Business	4
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...

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...

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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

Alfresco vs Hyland OnBase

Compared 12% of the time

OpenText Documentum Content Management vs Hyland OnBase

Compared 11% of the time

SharePoint vs Hyland OnBase

Compared 9% of the time

OpenText Content Management vs Hyland OnBase

Compared 9% of the time

IBM FileNet vs Hyland OnBase

Compared 8% of the time

More Hyland OnBase Competitors

SharePoint vs M-Files

Compared 27% of the time

Microsoft Purview Data Lifecycle Management vs M-Files

Compared 13% of the time

Alfresco vs M-Files

Compared 12% of the time

IBM FileNet vs M-Files

Compared 11% of the time

Newgen OmniDocs vs M-Files

Compared 8% of the time

More M-Files Competitors

Product Reports

Buyer's Guide

Hyland OnBase

September 2025

Download Hyland OnBase product report

Buyer's Guide

Document Management Software

September 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)

August 2025

Download Free Report

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

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