OnBase Platform Capabilities

OnBase combines enterprise content management (ECM), case management, business process management (BPM), capture, mobile access, workflow automation, and enterprise file share all on a single low-code platform.

Enterprise Content Management (ECM)

As a recognized market leader in ECM, OnBase solves the visibility problems into your company’s processes and content, and empowers managers and users to make better faster decisions. Content management by ECM includes paper and scanned documents, electronic forms, emails, photos, videos, data streams or even screen shots. View more on What is ECM.

Case Management and Business Process Management

OnBase Case Management empowers your knowledge workers and managers with a 360° view into the information they need to make decisions, all within a single platform. In the concept of Case Management, there are “normal transactions” and “exceptions.” The way OnBase Case Management works is to let workflow automatically handle all the normal transactions, and when an exception is identified in the workflow process, Case Management manages the exception (aka “the case”). The case is automatically created when the exception is identified in the workflow, and the case brings together all the relevant information (system data, content, documents, data integrations with your core systems) into a 360° view that your knowledge worker needs to resolve the case in expedited fashion, including notes, data, email, documents, forms, and history. You can log phone calls, add updates, share insights, delegate tasks, schedule events, and ensure smooth handoffs as cases flow toward desired outcomes. Case Management is an excellent tool for managers, as it documents the steps taken, sets reminders to ensure the case is worked in a timely manner, allows for a platform to share and reassign the case as appropriate with workload balancing, and provides reporting to measure individual performance.


OnBase technology handles the capture of physical and electronic content to minimize manual data entry and allow employees faster access to content to work better and smarter. Beginning with importing and ingesting documents from scanners, mobile devices, and other content repositories like email or other systems, OnBase has Optical Character Recognition (OCR) tools such as Autonomy Idol, Advanced Capture, and AnyDoc to handle transforming this information into electronic data. Beyond this, Hyland’s industry leading data extraction software, Brainware Intelligent Capture, pulls key information directly from paper and electronic documents faster and more accurately than other technologies, without requiring templates, anchors, keywords or zones. Brainware automatically classifies, extracts, and validates key information from documents and automatically updates your necessary business systems. This advanced, intelligent capture technology enhances the accuracy and speed of any process that requires more than the standard character and form recognition of traditional OCR—all in a comprehensive package that delivers results from day one. Brainware capture technology can be used in many areas, like Invoice Processing, Sales Orders, Transcripts, Remittance, and more. Transform the time-intensive task of manually processing documents into a fast and effective automated routine with Brainware Intelligent Capture. Learn more on Brainware for Invoices.

File Sharing (Think DropBox or Google Drive for business)

ShareBase by Hyland is a stand-alone enterprise file sync and share (EFSS) product that allows for unlimited sharing of files inside and outside your organization. Built on Hyland’s private OnBase Cloud, ShareBase maximizes security. Native document encryption with a personal encryption key ensures your important information is protected. Un-editable audit trails show IT exactly what content is shared and who is accessing it. ShareBase allows documents to be shared outside of OnBase, collaborated upon and imported back in. Automatically capture documents uploaded to ShareBase, and use workflow to automate secure sharing and notifications based on business rules. Learn more or download the Executive Brief.


OnBase mobile extends your content anywhere you want to go. Managers can easily approve items, view important content, and keep processes moving with the touch of a button. Not only do you and your employees have access to all of your OnBase content, you have the ability to capture images, complete and sign forms, and make decisions on the go. Native mobile app development for OnBase mobile apps include iPad, iPhone and Android and Window devices.

Workflow Automation

More than just electronically routing documents for approvals, OnBase workflow automatically processes work based on a pre-determined set of rules so you can focus on the job you were hired for – not chasing paper. Workflow enables users to process work more efficiently, faster, and more accurately than with traditional paper processing, using real-time notifications that are customizable to your processes. From core process-driven applications to invoice approval and expense reports, or high volume remittance processing, workflow streamlines cross-departmental and enterprise collaboration efforts and accelerates processes. Just as importantly, the documents and information within workflow processes are more safe and secure. No more folders on desks, misplaced or misrouted files, or mysteriously lost data. Only the right people at the right time have access, and managers have visibility into workload balancing so everyone can stay productive.