Hyland OnBase

Hyland OnBase serves as our main solution for centralizing and securing enterprise document management, primarily for digitizing, storing, and controlling user access permissions to patient and operational records, with integration across our healthcare system.

At the hospital, we needed to restrict access to sensitive patient health records strictly to authorized medical and administrative staff in compliance with LGPD data privacy regulations in my country. I configured specific user group permissions in Hyland OnBase, tested the access restrictions across different departments, and ensured that medical records were indexed correctly and restricted securely without exposing patient data to unauthorized personnel.

Hyland OnBase has positively impacted my organization by providing faster access to documents and information.

Improved access with Hyland OnBase has helped my organization greatly in terms of efficiency and compliance with regulatory requirements.

The best features that Hyland OnBase offers include intelligent document capture and indexing, process and workflow automation, seamless enterprise integration, and granular and secure access control and compliance.

Role-Based Access Control (RBAC) made the biggest difference for me among document indexing, workflow automation, integration, and access control. In a healthcare enterprise setting, RBAC allowed us to enforce strict data privacy requirements like LGPD by ensuring users could only access authorized records based on their role, while making user onboarding and permission management much faster and more reliable.

Hyland OnBase can be improved by providing a modern user interface, simplified deployment and admin overhead, API capabilities, and advanced AI.

I rated Hyland OnBase eight out of ten because the interface needs renewal.

I have been using Hyland OnBase for approximately ten years during my previous technical roles, focusing on installation, environment setup, user access control, and testing.

Regarding Hyland OnBase's AI capabilities, I believe its governance and security focus on data privacy, auditability, and human in the loop is essential.

I think about the accuracy and reliability of Hyland OnBase's AI output in terms of structured versus unstructured documents, the safety net it provides, and its continuous learning abilities.

In our enterprise environment, Hyland OnBase is often deployed in a hybrid on-premises architecture.

For the hybrid deployment of Hyland OnBase, we use Microsoft Azure and Amazon Web Services.

My top advice for anyone evaluating Hyland OnBase is to invest early in clean document taxonomy and Role-Based Access Control (RBAC).

I developed a meeting minutes and meeting record system together with Hyland OnBase. I used Hyland OnBase's workflows together with WorkView to create a more user-friendly interface, and we recorded all the company's meeting minutes. More recently, I developed a feature where the meeting is actually recorded, the audio is stored in Hyland OnBase, and artificial intelligence writes those meeting minutes.

This is an important use case because considerable time used to be lost creating these minutes. Now they usually come out one hour or an hour and a half later already drafted and reviewed by the client themselves, as this document goes into a review workflow. The executive secretary staff review it, check if everything is correct, listen to the audio, compare the information, ensure everything is in order, and then release it to whoever has the right to access these meeting minutes.

The main improvement is being able to locate documentation with Hyland OnBase. Since you link documents with data, you can create indexes and structure your entire document framework in an organized way within a single repository. You don't need to keep looking at paper; you see everything digitally.

I'd highlight the protocol area for Hyland OnBase, as I also use it for incoming documents at clients in the protocol and receiving area. Before, the protocol staff took around two or three days to distribute the documentation that arrived on a given day. It only reached the departments two or three days later because they had to separate the documents. Today, the document arrives, it is scanned, and instantly it goes to the department's incoming queue. Within hours that document that just arrived is already available in the department.

I appreciate working with Hyland OnBase because I can design the entire workflow for specific areas and take that flow and process into Hyland OnBase in a simplified way so the user can interact with the tool. What I find exceptional is the document storage itself; it's outstanding how quickly you can find documents, content within documents, or images. This is very important for locating certain topics. Even if you don't have index fields, you can search within the documents for that information and it brings everything back to you.

Besides the features of Hyland OnBase, there's also the practicality because everything is configured. I'm a full-stack developer and build some things when Hyland OnBase doesn't meet some requirement the user requested, but 95% of what I do is all handled natively within Hyland OnBase.

There are some particular aspects of Hyland OnBase, such as layouts or some modules that have just been built, that are not designed with the end user in mind. That's something they need to improve. However, even if it's not adequate for the end user, you can still take that and, with custom development, use those modules and APIs in a user-friendly way. They need to improve the interface and usability of Unity and think more about usability. In terms of tool usability, sometimes there are too many clicks to perform an action, which, if you developed it yourself, you could do in two clicks, whereas within Unity you need four or five clicks to do the same process.

I used Hyland OnBase for 11 years.

I experienced version issues when Hyland OnBase Unity went from version 13 to 15, and there were some bugs. Since then they've improved a lot, and now it's very stable.

It depends on how Hyland OnBase is configured. In the cloud it's easier to handle; you work with pods and other infrastructure elements. It depends a lot on what you want.

I always had good support as a customer of Hyland OnBase. There were cases where I had to talk directly with Hyland in the United States, and whenever I proved it was an issue on their side, they always followed up quickly and professionally and always resolved the problems.

I'd rate customer support for Hyland OnBase on a scale of 1 to 10 as a 10. I always had good responses and, regardless of the time, they always helped me.

Hyland OnBase was used only for document storage when I started with the company. There wasn't any other tool besides Hyland OnBase at that time.

The benefit is not headcount reduction, but I've seen a lot of time savings with Hyland OnBase, as demonstrated in the examples I mentioned.

There's also prevention of financial loss because I have some workflows designed specifically to validate certain processes, and in the past a lot of money was lost because calculations were done incorrectly. Now, by having that process inside Hyland OnBase, the configured process has prevented large losses from miscalculated values.

Hyland OnBase is a bit expensive here in Brazil. I think the price is high, but there's a return in terms of scalability and confidence in the tool because it's always there in the ECM magic quadrants. So there is value added.

I looked at Documentum, which is more focused on document storage, and also Pega before choosing Hyland OnBase. They all have their strengths, but what attracted me most to Hyland was how easy it is to configure your entire process.

I would give Hyland OnBase a rating of nine out of ten.

As I mentioned, you can do a lot natively, just with configuration. That nine is because of that. You can meet 95% of requirements with configuration alone. For the other 5% you have to develop to satisfy the client. If there were something that let you do more development inside the tool with regard to layout and usability, the tool would be a 10.

Hyland OnBase has evolved a lot in the AI features. I've been following it, and they've improved a lot. However, like with any AI, I have to be careful. I have to manage the AI so that it doesn't leak information from a governance perspective. As with all AI, we're at a certain stage now and I believe in the near future this will evolve a lot and will greatly help in building processes.

At the moment, I'm appreciating the accuracy and reliability of the results from Hyland OnBase's AI features. In terms of reliability, I'm always a bit cautious, not just with Hyland's AI, but with any AI. There always needs to be someone monitoring and seeing what is being done. You always have to audit to see if there are any failures because AIs tend to be very proactive and can end up leaking unnecessary information.

I've worked with private cloud, in the cloud, and on-premises for Hyland OnBase. I've worked in all those scenarios; it depends on the client. Each client organization decides where it will be hosted.

Currently, I'm using Hyland OnBase's own cloud when the solution is hosted in the cloud.

I'd recommend checking which modules of Hyland OnBase would meet your needs at that initial moment. I would start with Hyland OnBase's basic modules, which are the document part, WorkView, and others. Only as you become very familiar with it, after you've done the training and everything, would I start expanding to other modules.

As a business analyst, while working on a recent project, I used Hyland OnBase as an enterprise-like document management tool. It was used for storing, organizing, and retrieving invoices regarding our insurance project. I worked with the document management system specifically for managing invoices.

We used to receive pricing invoices from our customers, including customers in South Africa. We received those invoices and created a workflow automation. We navigated those invoices and fetched the required information by using OCR, which is already an integrated feature of Hyland OnBase. We extracted key information such as premiums, insurance policy names, premium coverage for the year, age, and particular PII information of the user. We sent them to our insurer. The person who was sitting in the back end performed verifications and then gave the underwriting result, and we provided the policy accepted or declined result. This entire workflow was automated by using Hyland OnBase.

Further, we managed documents including our training documents, business documentations, and business requirement documentations. We stored these in Hyland OnBase for our training and recording purpose for our next generation of colleagues to train them, whoever joined our new project.

Hyland OnBase offers features that are very much scalable. As the documentations, the size of the files, or number of files increase, it automatically scales itself. It is intuitive to use. It is easy for a newcomer to just get the KT and learn. There are technical support documentations, though there are fewer available from Hyland's side. Scalability is a major plus point. Customer support and technical service is also a good point for Hyland's side. It does not have any downtime. I have not faced it till now. All the services were up, fast, and reliable, and it is very secure. These are the features that stand out regarding Hyland OnBase.

During my project, as I already mentioned, Hyland OnBase can accommodate increasing document volumes and integrate additional users. During my project, the organization continued adding new documentation categories and increasing invoices that we saw. These were entirely integrated into Hyland OnBase without any further upgrade or storage upgrade, or affecting any system's performance. The architecture which Hyland OnBase works with has the capability of gradually increasing itself, rather than working on a fixed storage. That is how it was helpful to us.

I believe Hyland OnBase has impacted my organization positively by faster document retrieval that I mentioned earlier, intuitive setup, reduced manual processing, and comes with security. These insurance policies, underwriting, and invoices are very sensitive to the users as they contain PII information. From security aspects, it is very secure. It has increased the transparency of the processes and workflows. Every user who is involved in each of the steps is well aware. Even the manager gets an update. This is a very big plus point in seeing the transparency in this process. It has reduced the manual work and paperwork dependencies and also helped us to upskill more, make more business with less effort and person headcount. These are the helpful things.

More training videos, if they are more findable, would improve documentation and training documentations from Hyland's side, because there is a lack of documentation and training materials from Hyland's side in order to train new resources. Additionally, the use of AI should be introduced in the later features. If customer support is more quickly and easily reachable, it should be more useful. These are the three points.

The pricing structure could be more thought-out. If it were cheaper than it is now, I think it would be more useful and more companies could use it over other competitors.

If AI could be used more at an enterprise level, since we are purchasing at an enterprise level for the subscription of Hyland OnBase, I would say if those AI informations would stay within the enterprise and not go outside of our enterprise boundaries, it would be secure and maintain our privacy. This is the most important term in order to integrate AI into Hyland OnBase.

I have used Hyland OnBase for a year and a half.

Before using Hyland OnBase, the invoices used to come and we manually took out the key information details, which would take around a week's time, mainly four to five days. Now, with the onset of Hyland OnBase, this insurance workflow is done within one day. This much effort it has saved.

VDI and cloud was very easy. I was responsible for gathering documentations, making the BRDs and the UAT scenarios. The setup was easy and the document management system was very easy and handy. We can automatically get the required documentations without hovering or just searching around. It always has a clean interface where we can find whatever we need in a few seconds.

The two points I take off are for those improvement things which Hyland needs to work on that I talked about. If we generally speak about Hyland OnBase, it is a powerful enterprise management platform that is scalable, flexible, and secure in storing, retrieving, and making workflow automations. I am satisfied, but I would say it can look after the pricing, integrate more AI features, and improve training materials and documentations from their side.

I have not used AI as much because when I left the project, we were not using AI in Hyland OnBase. However, I have heard that they have integrated AI in recent releases. I am not sure about the accuracies of the AI integrated in Hyland OnBase.

My recommendation would be to have a focused business plan or use case. You can do a competitor analysis with Hyland OnBase and other products in the market. Hyland is a standout in every aspect because if you go ahead for your business use case, defining clear document classifications, then the metadata standards, then your workflow requirements before implementation, it would be better. Investing in document management for training materials is important because the platform has a learning curve, and people adoption significantly influences project success. Investing in user training is equally important, and also focusing from my role as a business analyst, involving business stakeholders early during project kickoff for requirement gathering and validation workflows through demos helps in ensuring we build a final solution that aligns with their business and operational needs. These are the things which users can consider before using Hyland OnBase. I gave this review a rating of 8.