Some tools are built for control. Others are built for speed. Hyland OnBase was once the gold standard for enterprises managing endless documents and complex workflows. But what used to feel like power now feels like weight.

OnBase still delivers deep functionality. The problem is the cost: heavy IT overhead, endless configurations, formal training just to get started. In a world where teams expect agility and seamless user experiences, this approach feels outdated.

The real question is simple. Has Hyland OnBase evolved enough to meet today’s business needs — or has the market moved on without it?

Key Takeaways

• Hyland ECM is a comprehensive enterprise content management platform that combines document management, workflow automation, and business process management in a modular design
• The platform maintains strong ratings with a 4.3-star rating on G2. On Gartner, it’s praised for customization capabilities but criticized for complexity and learning curves
• Hyland ECM’s pricing follows enterprise models with custom quotes, with the final cost depending on modules and deployment options
• Users love the remote access capabilities and workflow automation but struggle with interface complexity and the need for multiple configuration tools
• Organizations seeking modern ECM solutions may find better balance between functionality and usability in platforms designed with contemporary user experience principles

What Is Hyland OnBase?

 

Hyland's OnBase is an enterprise content management (ECM) system designed to be a comprehensive content services platform.

It goes beyond simple document storage to manage the entire lifecycle of your business information, from intelligent document capture and automated workflows to final archival.

What makes Hyland’s ECM stand out is its modular design. Instead of providing you with software that includes a plethora of modules you might not use, your organization can purchase the specific capabilities it needs, such as:

• Case management,
• Records management, or
• Low-code application development tools.

Hyland fits for large enterprises, healthcare systems, and government agencies that require a highly customized and compliant content management solution. Mid-market organizations can also benefit from its modular pricing by investing only in the tools they need to reduce costs and avoid overcomplicating their system.

Hyland OnBase ECM Features

Hyland OnBase’s enterprise features are comprehensive and the platform itself is intelligent. Let’s look at the 5 main features.

1. Content Intelligence and Capture

 

Hyland OnBase’s usefulness starts the moment a document enters your ecosystem thanks to its document capture feature.

Rather than just scanning an image, the platform is designed to understand the content from the start. It can automatically ingest files from scanners, email inboxes, or web portals, and this is where its content intelligence kicks in.

The system uses machine learning to classify the document. For example, if it identifies it as an invoice, it extracts data points like the vendor name, date, and total amount. This data can then trigger a workflow, routing the document for approval and even managing the electronic signature process, all with minimal human intervention.

Important: This intelligence isn’t out-of-the-box; achieving reliable accuracy requires an upfront investment in configuring and training the AI with your specific document types.

2. Process Automation and Workflow

OnBase is built for organizations that need to automate more entire business operations. It accomplishes this by pairing a powerful workflow engine with all the expected features, like conditional routing and notifications, with its low-code application builder, WorkView.

This combination lets you manage the documents and the structured data associated with a process in one unified system.

As is the case for most enterprise-level ECM software, the platform offers a visual designer for these workflows but requires ongoing IT involvement and a solid technical understanding to create very complex automations.

3. Content Management and Governance

As expected from an enterprise platform of this scale, Hyland OnBase delivers complete coverage of the core pillars of document management.

It goes beyond simple storage and offers advanced version control, detailed audit trails and automated file retention scheduling based on your specific business rules. This ensures the rigorous governance and compliance that large organizations require.

OnBase also distinguishes itself with its ability to integrate seamlessly with central workflows. It supports standard connectors for leading ERP platforms and Microsoft 365 while providing particularly strong integrations for the healthcare industry thanks to its direct compatibility with major EHR and EMR systems.

4. Application Development Platform

 

Beyond simple document management, Hyland OnBase offers tools to build small, custom applications directly within the platform.

For example, you can design a dedicated mini-application for a specific workflow such as contract management. It allows you to capture key data points like contract value and expiration date and link them directly to the associated documents, keeping everything connected and accessible.

The advantage is clear: all your processes and data remain centralized in one secure, unified environment.

However, these development capabilities come with a learning curve. Despite being labeled as “low-code,” they are built for technical administrators or IT teams rather than business users who want to create solutions on the fly.

5. Collaboration and Remote Access

 

Hyland OnBase Reviews: What Real Users Are Saying?

Hyland’s ECM software, OnBase, holds a star rating of 4.3 out of 5 on G2. Most reviews are favorable; here’s what users across Gartner and G2 had to say.

What Users Like About OnBase

Perhaps one of the most praised features of OnBase is its remote access capabilities and flexibility.

• One user said:

"What I love most about OnBase is the Anywhere, Anytime login feature. As many of us work remotely, it's important to be able to access relevant documents and files from any device. OnBase allows us to do this safely, which was a very positive change for the way we work."

Another feature that users leave very favorable reviews on is the platform’s development and automation capabilities.

• Speaking about the platform’s development capabilities, one user said:

"Being able to easily configure applications in Workview and combining Workflow with Workview to automate business processes."

• A similar sentiment is extended to OnBase’s automation possibilities. One user explained:

"I love the fact that you can use OnBase WorkFlow and WorkView to build applications and manage documents and content together. This product allows for an endless amount of customization and can easily solve and automate any business process making the organization more efficient and cost effective."

• Other features that stand out to OnBase’s users are its robust security measures and scalability. Here’s what a verified reviewer said:

"I like that Hyland OnBase offers best security to business content. The software is very resourceful and handles business content in all stages. It's highly scalable and therefore affordable."

The look and feel of OnBase isn’t regarded highly by its users, but occasionally, some reviewers praise its solid and clean interface.

What Users Don't Like About OnBase

While users appreciate the features OnBase offers, the tradeoff is that they make it more complex to use compared to alternative platforms. One user’s critique of OnBase’s configuration complexity and the need for multiple interfaces explains it best.

• He said:

"Configuration limitations from one interface to the other. With OnBase specifically, there are several interfaces required to accomplish different pieces of the configuration. Effectiveness could be improved if sys admins had access to navigate and update all configuration aspects from a central dashboard, like studio."

The “no-code” tools OnBase promises aren’t really no-code. Creating custom mini-apps isn’t beginner-friendly; the learning curve associated with them affects both end users and technical users. This also extends to training and overall usability.

• One user explained:

"Learning the no-code tools is challenging for end users and often requires IT assistance; moreover, it can also be challenging to properly call APIs in automated workflows; the program's options for how forms are designed are somewhat limiting and don't always look great."

• Speaking about training challenges, another user said:

"However, in my experience, I have noticed that the learning curve could be a little steep for certain less technical users. Although the program is mostly intuitive, several more advanced features may require a little more time to master."

• Apparently, several users find many of OnBase’s features difficult to use. For example, one user noted:

“Some aspects of it are not very friendly or intuitive for end users, especially those with limited technology understanding. If a bug is found and reported, sometimes it is not addressed as seriously as it should be."

• Finally, one critical flaw of OnBase is that its dependent on Microsoft Office and, paradoxically, is difficult to integrate with SharePoint. One user reports:

"SharePoint integration, this integration doesn't work for our business, and we wasted thousands of dollars to make this integration usable. The price can be expensive but it is worth."

Hyland OnBase vs. Dokmee: Feature Comparison

Both Hyland OnBase and Dokmee are powerful ECM platforms. However, their philosophies and approach to solving business problems are radically different. Here’s how they compare:

Feature	Hyland OnBase	Dokmee
Platform Type	Traditional ECM with a focus on low-code app development	Modern ECM focused on user adoption and business efficiency
Workflow Automation	Highly customizable and powerful, but requires technical expertise	Visual, user-friendly builder designed for rapid deployment
Configuration	Requires multiple different interfaces and specialist configuration	Centralized, intuitive administration panel
Learning Curve	Steep; often requires formal training and dedicated IT support	Minimal; designed for immediate productivity and intuitive adoption
Implementation Time	Extended; typically a multi-month, consultant-led project	Quick; designed for immediate time-to-value without heavy IT overhead
Pricing Model	Custom enterprise quote; opaque and often includes significant service costs	Transparent, competitive pricing with a free, personalized demo
Best For	Large enterprises with dedicated IT teams needing custom-built applications	All business sizes prioritizing a fast ROI and high user adoption

OnBase offers near-infinite customization for organizations with the resources to manage it. However, businesses that need the same enterprise power delivered with a modern focus on immediate results and user adoption will find Dokmee a viable alternative.

The Final Verdict: Is Hyland OnBase Worth It?

Is Hyland OnBase worth the investment? It is, but only for a very specific type of organization: a large enterprise with a dedicated IT department and a clear need to build custom, content-centric applications.

For these companies, the high cost, estimated to start at about $90,000/year for 50 standard licenses, and the high learning curve are justifiable trade-offs for the platform's comprehensive customization capabilities.

However, the consistent user feedback on its confusing multi-interface configuration highlights an issue everyone faces. Most businesses need to achieve a fast return on investment, which requires high user adoption.

This is where modern ECM alternatives excel: They provide the same essential enterprise power but with a superior user experience, faster deployment, and more predictable costs for businesses of all sizes!

Choose ECM Built for Modern Business

 

The decision between OnBase and Dokmee ultimately comes down to outcomes rather than feature lists.

OnBase operates more like a long-term IT initiative. It demands specialist training, careful configuration and continuous management before you start seeing value. While the platform is undeniably powerful, much of the effort goes into maintaining the system itself instead of driving business impact.

Dokmee takes a different approach. It’s built for usability from day one, enabling teams to work faster, manage documents seamlessly and achieve results without the heavy administrative burden. The emphasis is on empowering the business, not managing the software.

Choose simplicity, speed and efficiency from day one.

[See How Dokmee Accelerates Your Business →]

Frequently Asked Questions

How much does Hyland OnBase cost?

OnBase pricing follows enterprise custom quote models, and its cost depends on the selected modules, deployment options, and organizational size. Implementation costs, training, and ongoing support add to total ownership expenses.

According to a pricing document shared by the UK’s government, Hyland OnBase can exceed $1,000,000/year for 1,000 standard users.

Is Hyland OnBase cloud-based?

Yes, OnBase offers cloud deployment options alongside traditional on-premises installation and hybrid configurations. Cloud deployment reduces infrastructure overhead while maintaining enterprise-grade security and compliance capabilities.

What is the difference between OnBase and other ECM platforms?

OnBase distinguishes itself through modular design and integrated application development capabilities. Organizations can build custom business applications within their content management platform rather than just managing documents and workflows.