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Hyland OnBase

hyland.com

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Spec score 8.5 #14 of 177 in Case Management Software

What it is

Hyland OnBase is an operational content management product for capturing and governing enterprise documents, automating content-centered workflows, and feeding data to business systems. Automated capture classifies and verifies business data from multiple sources. Configurable workflows, forms, and rules route documents and manage exceptions, while case management can cover documents, emails, tasks, approvals, compliance, and verifications. OnBase also supports secure document retention and destruction through the records lifecycle. Listed controls include OCR, version history, granular access control, audit logs, rule-based classification, legal holds, and disposition workflows. Reporting includes interactive dashboards and audit trails. Hyland says its solutions connect with more than 500 unique applications. Deployment options include on-premises and hosted configurations, and OnBase Mobile is accessed through the Hyland Mobile app for iOS and Android. Pricing is on request; the Base subscription is listed for 100 named users, without a price. A free plan is also listed. Hyland is headquartered in Westlake, Ohio, and was founded in 1991.

Spec sheet

What it does
OnBase is an AI-enabled operational content-management system that captures and governs enterprise documents, automates content workflows, and supplies data to business systems.Read 15 Oct 2026 · hyland.com
Deployment
OnBase is offered as Hyland Cloud-hosted content services and as an on-premises installation.Read 15 Oct 2026 · hyland.com
API
The Foundation 26.1 documentation includes a dedicated API Server component with authentication, database, operating-system, browser and hosting requirements.Read 15 Oct 2026 · docs.hyland.com
Integrations
Hyland lists prebuilt connectors for Salesforce, SAP, Workday, Microsoft Office, Outlook and Infor, plus screen-level and data-level integration methods.Read 15 Oct 2026 · hyland.com
Support
Hyland Premier Care Standard is included as part of a subscription or software maintenance agreement; listed Standard phone support is for S1 issues only.Read 12 Oct 2026 · hyland.com
Headquarters
Westlake, Ohio, USARead 23 Sep 2026 · hyland.com
Founded
1991Read 23 Sep 2026 · hyland.com
Analytics
Reporting and analytics provide interactive dashboards and audit trails of content-related activity.Read 12 Oct 2026 · hyland.com
API usage
A TrustRadius reviewer reports using the OnBase API to automate employee tasks and reduce errors.Read 15 Oct 2026 · trustradius.com
Capture
Automated multichannel capture classifies and verifies business data from multiple sources.Read 12 Oct 2026 · hyland.com
Case management
Case management covers content and processes including documents, emails, tasks, approvals, compliance and verifications.Read 12 Oct 2026 · hyland.com
Cloud availability
Hyland reports average Hyland Cloud data availability of 99.99%.Read 15 Oct 2026 · hyland.com
Company founded
Hyland was founded in 1991.Read 15 Oct 2026 · thomabravo.com
Company headquarters
Hyland is headquartered in Westlake, Ohio.Read 15 Oct 2026 · thomabravo.com
Company history
Hyland's history page says it created ImageBase in 1991 and renamed it Hyland OnBase in 1992.Read 12 Oct 2026 · hyland.com
Company legal name
The Google Play listing identifies the developer as Hyland Software, Inc.Read 15 Oct 2026 · play.google.com
Company scale
Thoma Bravo says Hyland serves more than 20,000 organizations worldwide.Read 15 Oct 2026 · thomabravo.com
Documentation
Hyland publishes extensive component-level installation documentation, but TrustRadius reviewers report outdated documentation and paid training frustrating administrators.Read 15 Oct 2026 · trustradius.com
Feature: case management
Case management combines documents, email, tasks, approvals, compliance and verification in one case context.Read 15 Oct 2026 · hyland.com
Feature: collaboration
Collaboration includes co-authoring, version control, tasks, notifications and controlled sharing.Read 15 Oct 2026 · hyland.com
Feature: multichannel capture
The product captures information from multiple sources and automatically classifies and verifies it.Read 15 Oct 2026 · hyland.com
Feature: process automation
Configurable workflows, forms, rules and exception handling automate repeatable document tasks.Read 15 Oct 2026 · hyland.com
Feature: reporting and analytics
Interactive dashboards provide real-time visibility into content and processes, while audit trails record activity.Read 15 Oct 2026 · hyland.com
Feature: retention and records
Records capabilities automate retention and secure destruction across the information lifecycle.Read 15 Oct 2026 · hyland.com
Limit: complexity and cost
Independent reviews describe a steep learning curve, resource-intensive infrastructure, expensive licensing and difficult implementations.Read 15 Oct 2026 · capterra.com
Limit: documentation and training
Reviewers report inconsistent or outdated documentation and training that is behind a paywall.Read 15 Oct 2026 · trustradius.com
Limit: mobile login and usability
Google Play reviewers report that the Android app is not very user friendly and that workplace logins sometimes fail.Read 15 Oct 2026 · play.google.com
Limit: reliability and modernization
Gartner reviewers mention outages, inefficient processing and error inbox routing; a 2026 reviewer says bug fixes can take months or years and modernization has lagged.Read 15 Oct 2026 · gartner.com
Low-code development
WorkView provides drag-and-drop, point-and-click tools for building content-centric and case applications without extensive custom coding.Read 15 Oct 2026 · hyland.com
Mobile access
OnBase Mobile is accessed through the Hyland Mobile app, available through the Apple App Store or Google Play Store.Read 12 Oct 2026 · docs.hyland.com
Mobile limits
The Integrated Office Viewer does not support Android tablets or mobile phones, according to its Foundation 25.1 requirements page.Read 12 Oct 2026 · docs.hyland.com
Notable news
Hyland announced OnBase 26.1 in 2026 with stated advances in security, compliance, user experience, automation and administration.Read 15 Oct 2026 · hyland.com
Owner
Private-equity firm Thoma Bravo has held a controlling stake in Hyland since 2007.Read 15 Oct 2026 · hyland.com
Praise: support
TrustRadius reviewers commonly describe Hyland account managers and support staff as knowledgeable and helpful.Read 15 Oct 2026 · trustradius.com
Praise: usability and workflows
TrustRadius reviewers repeatedly praise the intuitive interface, organized document layout, and workflow configuration that can handle complex processes without much custom code.Read 15 Oct 2026 · trustradius.com
Rating on Capterra
4.3 out of 5 from 79 reviewsRead 15 Oct 2026 · capterra.com
Rating on G2
4.4 out of 5 from 324 reviewsRead 15 Oct 2026 · g2.com
Rating on Gartner Peer Insights
4.3 out of 5 from 406 ratingsRead 15 Oct 2026 · gartner.com
Rating on GetApp
4.3 out of 5 from 79 reviewsRead 15 Oct 2026 · getapp.com
Rating on Google Play
3.6 out of 5 from 94 reviewsRead 15 Oct 2026 · play.google.com
Rating on Software Advice
4.3 out of 5 from 79 reviewsRead 15 Oct 2026 · softwareadvice.com
Rating on TrustRadius
9.5 out of 10 from 97 reviews and ratingsRead 15 Oct 2026 · trustradius.com
Retention
OnBase can automate secure retention and destruction of documents and records throughout their lifecycle.Read 12 Oct 2026 · hyland.com
Security and compliance
Hyland says its compliance programs and audits include ISO 27001, SOC 2 and HITRUST for specific offerings or practices in its portfolio.Read 12 Oct 2026 · hyland.com
Security: access control
The product provides configurable password policies, granular rights, security keywords, session timeouts and masking of sensitive values.Read 15 Oct 2026 · hyland.com
Security: encryption
Hyland states that stored data and keyword values can use AES-128 or AES-256 encryption, while TLS protects data in transit.Read 15 Oct 2026 · hyland.com
Security: identity integrations
Supported single sign-on and directory integrations include Active Directory, ADFS, SAML and LDAP.Read 15 Oct 2026 · hyland.com
System requirements
Foundation 26.1 documentation covers Microsoft SQL Server, Oracle and SAP SQL Anywhere databases, Windows operating systems, IIS, .NET, browsers, hardware and virtualization.Read 15 Oct 2026 · docs.hyland.com
Workflow
Process automation includes configurable workflows, customizable forms and built-in rules for routing documents and managing exceptions.Read 12 Oct 2026 · hyland.com

Plans and prices

Base subscription Priced on request 100 named users Read 21 Sep 2026 · hyland.com
OnBase Priced on request Enterprise content management · cloud or on-premises deployment · free trial unavailable Read 15 Oct 2026 · capterra.com

Every Hyland OnBase plan and price →

Strong points and limits

Strong points

  • Automated capture classifies and verifies business data.
  • Includes OCR, version history, and granular access control.
  • Supports retention rules, legal holds, and disposition workflows.
  • Offers on-premises and hosted deployment options.

Limits

  • Pricing is available only on request.
  • Base subscription covers 100 named users.
  • Integrated Office Viewer does not support Android tablets or phones.
  • Standard phone support is for S1 issues only.

Who it suits

OnBase suits organizations managing enterprise documents, records, and content-centered processes. Its listed deployment options and records controls may matter to teams assessing operational requirements.

Hyland OnBase in depth

Read the full write-up

Overview

Hyland OnBase is an enterprise content management product for capturing documents and running the workflows built around them. It suits organizations that need records governance and case processes connected to business systems. Its broad controls are a stronger reason to consider it than its opaque, custom-priced subscription.

Key features

OnBase captures information from multiple channels, classifies it using rules and verifies business data. OCR supports document intake, while configurable workflows, forms and routing rules move work through approvals and exceptions. That combination can help organizations standardize document-heavy processes; it is less compelling for teams that only need a place to store and share files.

Case management brings documents, emails, tasks, approvals, compliance and verification into related processes. Interactive dashboards and audit trails help teams follow content activity. Granular access controls, version history, retention rules, legal holds and disposition workflows support governance from retention through secure destruction. Those lifecycle controls matter to records-intensive operations, but add little for a small team with simple file-sharing needs.

Hyland says its solutions connect with more than 500 unique applications and describes keeping data in sync and making OnBase processes accessible within key applications. This breadth can make it easier to connect content work to established business systems. Hyland's compliance programs and audits include ISO 27001, SOC 2 and HITRUST for specific offerings or practices in its portfolio; those credentials should not be treated as blanket certifications for every OnBase deployment.

Pricing

OnBase is paid software with custom pricing. Its Base subscription specifies 100 named users, so it is structured for a sizable user group rather than a small team buying a handful of seats.

A free plan is also identified, but no user cap, feature scope or terms are given. It is not enough to establish whether the free option can support production use or is suitable for evaluation. Buyers should clarify what it includes and how it differs from the paid subscription before comparing costs.

Platforms

OnBase supports web and Windows access, as well as self-hosted deployment. Hyland documentation also describes OnBase Cloud and compares it with on-premises configuration, while its product overview describes both on-premises and hosted options. The choice gives organizations deployment flexibility, but they should confirm which configuration fits their infrastructure and operating model.

Mobile access is through the Hyland Mobile app on iOS and Android. One practical limitation is that the Integrated Office Viewer does not support Android tablets or phones, which may matter to users who need to view Office files on those devices.

Hyland Premier Care Standard is included with a subscription or software maintenance agreement. Its listed Standard phone support is for S1 issues only, so organizations should confirm what support applies to other issue levels.

Who it's for

OnBase is best suited to larger organizations with document-heavy operations, case workflows and formal retention or disposition requirements. It is a stronger fit when teams need configurable routing, auditability and links to existing applications than when they want lightweight document sharing. The 100-named-user Base subscription and custom pricing also make it harder to justify for small teams without broader governance needs.

Pros and cons

Pros: Combines capture, OCR, workflow and case management, reducing the need to split related content processes across separate tools.

Pros: Retention rules, legal holds, access controls and disposition workflows provide lifecycle governance for records-intensive work.

Pros: Web, Windows, mobile and self-hosted options provide deployment and access choices.

Cons: Custom pricing makes the cost difficult to judge before requesting a quote.

Cons: The Base subscription's 100 named users are a poor match for small teams seeking a limited seat count.

Cons: Android users cannot use the Integrated Office Viewer on phones or tablets.

Alternatives

Records Management Software is a useful category to compare when records governance is the primary requirement; Case Management Software is the more focused category for teams centered on managing cases. For document intake, AI OCR Software and Intelligent Document Processing Software are relevant categories, while Cloud Document Management Software is worth comparing if cloud-based document management is the priority. Organizations evaluating broader content platforms can also consult Enterprise Content Management Systems.

Fabasoft Contracts is an alternative for buyers seeking a paid product with a free trial and Android, iOS, API and web platforms. Hyland AP Automation is a related Hyland option for enterprise AP automation, with Android, iOS, API and web platforms and a free plan.

Zasio Versatile is worth considering for electronic records teams that want to choose features and select SaaS or on-premises deployment, with Standard or Advanced tiers for electronic records. AvePoint Cloud Backup is a paid alternative for buyers seeking an Android, iOS and web product with custom pricing.

ELO eRecords is another paid option across Android, iOS, web and Windows. Gimmal Records is an alternative for organizations considering self-hosted, web or Windows deployment.

Newgen Dynamic Case Management offers a free trial and a web platform; its trial specifies 10 users, 100 GB of storage and 50,000 API calls per month. OpenText Content Manager is a paid alternative available on Android, iOS, web and Windows.

Verdict

Choose OnBase if your organization needs content capture, case workflows and records lifecycle controls in a configurable enterprise system. Its strongest case is the breadth of governance and process tools working together. Look elsewhere if you need straightforward file sharing, a small seat count or a clear price before engaging with a vendor.

Verdict

OnBase brings document workflows, case management, and lifecycle controls together for enterprise content. Buyers should clarify pricing and verify that deployment, mobile, and support details fit their needs.

Where Specifiction places it

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