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Key Performance Metrics for OnBase Optimization

by | Jun 11, 2024 | Blog, OnBase

Many organizations are adopting OnBase and its ECM capabilities to improve efficiency and cut costs. 

Yet, to maximize this investment, continuous performance monitoring is a must. This is where Reveille comes in. Our solution offers comprehensive visibility into OnBase with real-time insights, automated alerts, and detailed analytics.

But how exactly does Reveille help maintain the optimal performance of your OnBase system?

In this post, we explore the key performance metrics you should monitor and how Reveille can transform your OnBase experience.

Table of Contents

What is Hyland OnBase?

Hyland OnBase is an all-in-one enterprise content management (ECM) and business process management (BPM) solution. It allows businesses to capture, store, manage, and share various types of content, including documents, images, videos, and other digital assets.

OnBase combines several core features, including:

  1. Document management,
  2. Records management,
  3. Workflow automation.

Best of all, it does this on a single unified platform. This enhances efficiency and reduces operational costs. It also supports various business applications like accounts payable, human resources, contract management, and compliance.


For example, a healthcare provider can use OnBase to streamline patient records. This can ensure quick access to critical information and improve patient care. Similarly, a financial institution can utilize OnBase to manage loan documentation processes, speed up approvals, and maintain regulatory compliance.

How Does OnBase Work?

Hyland OnBase streamlines how organizations handle their content and processes. It captures, stores, manages, retrieves, and shares various types of content while automating workflows to enhance efficiency.

Here’s how OnBase works:

  1. Document capture and classification: OnBase captures documents from multiple sources, like scanners, emails, and mobile devices. It then converts them into digital formats and classifies them for easy organization.
  2. Indexing and metadata management: OnBase can index documents with metadata once captured. This process makes them easy to search and retrieve.
  3. Verification and validation: Documents are verified and validated to ensure accuracy and completeness.
  4. Storage and document management: Documents are safely stored in a central repository, which allows authorized users easy access and retrieval.
  5. Workflow automation: OnBase automates repetitive tasks and workflows. It reduces manual work and makes business processes faster.
  6. Integration: The platform integrates with other business systems. This provides a seamless flow of information across the organization.

8 Key Performance Metrics for OnBase Monitoring

Ensuring the optimal performance of Hyland OnBase is essential to achieving efficiency and productivity and reducing risk proactively.

The following metrics show the system’s health, efficiency, and effectiveness and let you find and fix issues early.

1. Server Performance

Monitoring server performance metrics ensures the OnBase system runs well. Server performance issues can lead to system slowdowns, unresponsive applications, and frustrated users. Managing these metrics prevents disruptions to business.

These metrics include:

  • CPU utilization: Measures the percentage of CPU capacity being used.
  • Memory usage: Tracks the amount of RAM in use versus available.
  • Network throughput: Monitors the rate of data transfer across the network.
  • Disk I/O performance: Assesses the speed at which data is read from and written to the disk.

2. Database Activity and Performance

Effective database management is crucial for the smooth operation of OnBase. Database performance impacts how quickly and efficiently users can access and retrieve information.

Monitoring these metrics helps identify and resolve potential bottlenecks, ensuring the database operates optimally.

Important metrics to monitor include:

  • Database locking: Indicates how often database locks occur, which can affect performance.
  • Query execution time: Measures the time it takes to execute database queries.
  • Transaction throughput: Tracks the number of transactions processed per second.
  • Buffer cache hit ratio: This shows the efficiency of data retrieval from the cache.

3. Capture Processing

Capture processing metrics ensure that document digitization and indexing are efficient. This is essential for maintaining accurate and accessible records. Effective capture processing minimizes errors and delays in document handling, enhancing productivity.


Key metrics include:

  • Document capture rate: Monitors the number of documents captured per hour or day.
  • Scanning throughput: Measures the volume of scanned documents over time.
  • Indexing efficiency: Assesses how quickly and accurately documents are indexed.
  • Data extraction accuracy: Tracks the precision of data extracted from captured documents.

4. Process Exceptions

Monitoring process exceptions helps identify and resolve workflow issues. Tracking these exceptions allows organizations to ensure their business processes run without interruptions. This approach lessens the impact of potential problems and keeps high efficiency.

Key metrics include:

  • Exception rate: The frequency of exceptions occurring in workflows.
  • Exception handling time: The time taken to resolve exceptions.
  • Root cause analysis time: Measures how long it takes to determine the cause of an exception.
  • Intervention rate: The rate at which manual intervention is required.

5. System Exceptions

System exceptions can disrupt OnBase operations. So, monitoring them is as important as other metrics. These exceptions can lead to system downtime, impacting business continuity and productivity. Organizations can maintain a stable and reliable OnBase environment by monitoring and addressing system exceptions.

Important metrics include:

  • System error rate: The frequency of system errors.
  • Error resolution time: The time taken to resolve system errors.
  • System downtime: Measures the duration of system unavailability.

6. Unity Client Performance

Monitoring unity client performance ensures a smooth user experience, which is essential for user satisfaction and productivity.

The Unity client’s performance affects how users can use OnBase, and this includes:

  • Login time: The time users take to log into the system.
  • Document retrieval time: Measures how quickly documents are retrieved.
  • Document viewing performance: Assesses the speed and efficiency of viewing documents.

7. Web Client Performance

Monitoring web client performance is essential for ensuring efficiency in web-based interactions. The speed of a web client affects how users interact with the system in a web browser.

It affects their productivity and satisfaction, including:

  • Page load time: The time it takes for web pages to load.
  • Workflow execution time: Measures the time taken to execute workflows.
  • Data synchronization time: Tracks the time required for data to sync between the server and client.

8. Web Client User Activity

Understanding web client user activity helps optimize the system for better user engagement. Organizations can find usage patterns. They can improve workflows and security by studying user activity.

Important metrics include:

  • Document downloads: The number of documents downloaded by users.
  • Search queries: Tracks the volume and frequency of search queries.
  • User permissions changes: Monitors changes in user permissions, ensuring security and compliance.

How to Monitor OnBase?

Monitoring OnBase is crucial for maintaining the health and efficiency of your ECM system.

Reveille is one solution that provides complete visibility into OnBase. Reveille’s monitoring solution is agentless, which means it doesn’t require intrusive software agents on the monitored servers. This reduces the load on your systems and ensures monitoring doesn’t interfere with regular operations. 

Reveille comes with pre-built tests for OnBase. They are designed for quick and easy setup. These tests cover various aspects of the OnBase system, from server performance to user activity, providing a thorough and detailed view of your system’s health.

A prime example is Turner Industries, which used Reveille to monitor its ECM system, including IBM FileNet. The agentless solution and automated resolutions helped Turner maintain high availability and meet SLAs. 

Monitor OnBase with Reveille

Monitoring and optimizing OnBase is crucial for maintaining high performance. Tools like Reveille provide real-time visibility, automated alerts, and detailed analytics, ensuring your OnBase system runs efficiently. See for yourself in a self-guided product tour of Reveille for Hyland OnBase.

Want to improve system uptime, enhance user performance, or gain deeper insights into your ECM environment?
Contact our team to learn how you can embrace the power of Reveille and take your OnBase performance to the next level.