OnBase - Hyland
OnBase by Hyland is an Ohio-based enterprise content management and process automation platform provider offering document management, workflow automation, and case management solutions.
Overview
OnBase, developed by Hyland Software since 1991 and headquartered in Westlake, Ohio, provides content services combining document management, business process automation, case management, records management, and capture capabilities. The platform serves over 15,000 lifetime customers across healthcare, financial services, government, higher education, insurance, and manufacturing sectors with 2,100 employees supporting implementations globally.
Founded by Packy Hyland, Jr., who developed the first OnBase version for The Necedah Bank in Wisconsin in 1991, the platform has evolved into a comprehensive enterprise information system. OnBase offers cloud, on-premise, and hybrid deployment options with integration capabilities connecting to ERP, CRM, EMR, and other line-of-business applications through APIs and pre-built connectors.
Key Features
- Document Management: Secure storage, retrieval, version control, and lifecycle management
- Workflow Automation: Rules-based process routing with parallel and serial approvals
- Case Management: Unified view of related content, processes, and activities
- Records Management: Retention policies with compliance controls for regulatory requirements
- Multi-Channel Capture: Document intake via scanners, email, fax, web forms, mobile
- OCR and Data Extraction: Text recognition, barcode reading, ICR, OMR, machine learning classification
- Electronic Forms: Web-based forms with automated data collection and processing
- Business Process Management: Visual workflow design and process optimization tools
- Enterprise Search: Full-text, metadata, and advanced search capabilities
- Mobile Applications: Native iOS and Android access to content and workflows
- Integration Framework: APIs, screen-level integration, pre-built connectors for major enterprise systems
Use Cases
Healthcare Records Management
Healthcare organizations digitize medical records, patient forms, and administrative documents through OnBase capture solutions. The platform integrates with EMR systems to provide document access within clinical workflows, maintaining HIPAA compliance through encryption and audit trails. Automated retention policies manage record lifecycles according to regulatory requirements.
Accounts Payable Automation
Finance departments automate invoice processing by capturing documents from email, scan, and electronic sources. OnBase extracts vendor details, amounts, and line items, then routes invoices through approval workflows based on amount thresholds and business rules. Three-way matching validates invoices against purchase orders and receipts before ERP integration for payment processing.
Government Case Management
Government agencies manage citizen service cases by consolidating related documents, communications, and activities in unified case folders. Workflow automation routes cases through appropriate channels based on case type and complexity, while audit trails maintain complete activity histories for compliance and transparency requirements.
Technical Specifications
| Feature | Specification |
|---|---|
| Deployment Options | Cloud, on-premises, hybrid |
| Capture Technologies | OCR, ICR, OMR, barcode, machine learning classification |
| Document Storage | Content-addressed storage with integrity checksums |
| Security Features | Encryption, role-based access, multi-factor authentication, audit trails |
| Workflow Engine | Visual designer, parallel/serial processing, escalations |
| Integration Methods | REST APIs, SOAP, pre-built connectors, screen-level overlays |
| Search Capabilities | Full-text, metadata, Boolean, proximity, saved searches |
| Mobile Support | Native iOS and Android applications |
| Scalability | Enterprise-grade for millions of documents and users |
| Compliance | GDPR, HIPAA, SOX, FDA 21 CFR Part 11, industry-specific regulations |
| Database Support | SQL Server, Oracle, DB2 |
Getting Started
- Requirements Analysis: Assess content management and process automation needs
- Solution Design: Configure document types, workflows, and integration points
- Implementation: Deploy with integration to existing business systems
- Training: User education for administrators and end users
- Optimization: Continuous improvement and expansion to additional departments
Resources
Company Information
Company: Hyland Software
Headquarters: Westlake, Ohio, United States
Founded: 1991
Founder: Packy Hyland, Jr.
Employees: 2,100
Customers: 15,000+ lifetime customers
First Implementation: The Necedah Bank, Wisconsin (1991)
Industries: Healthcare, financial services, government, higher education, insurance, manufacturing
