Many businesses use Enterprise Content Management (ECM) systems like Hyland OnBase to streamline work, boost productivity, and protect data.
But what is OnBase used for? And what makes OnBase stand out from all other ECMs in the market?
Whether you’re a newcomer or seeking to understand OnBase’s potential, we’ve made this guide to provide you with all the insights you need.
Learn how to navigate its features and discover how to combine it with a monitoring platform like Reveille can create the ultimate ECM partnership.
Table of Contents
- What is OnBase?
- Key Features and Functionalities of OnBase
- Why Choose OnBase? Key Benefits Explained
- The Ultimate ECM Partnership
- Elevate Your ECM Strategy with OnBase
What is OnBase?
OnBase is an ECM platform developed by Hyland Software, designed to help businesses of all sizes manage documents, processes, and cases in one place.
It acts as a storage tool that aids in organization, quick retrieval, and task automation. Think of it as a digital filing cabinet combined with a super-smart assistant. OnBase is also a modern content services platform. It combines important content and boosts data security.
OnBase offers a suite of applications designed to manage content, processes, and cases for organizations of all sizes. It lets organizations capture, store, and manage their documents and data in one place. These include dynamic case management and workflow tools.
Want to master OnBase? We’ve gathered the best practices for managing and monitoring it here.
Key Features and Functionalities of OnBase
OnBase offers complete visibility and control through workflows and modules. It provides a unified platform for managing information and boosts efficiency across many industries.
It has several key features and functionalities that make this possible:
Document Management
Say goodbye to piles of paper! With electronic document management, organizations can capture and store data from paper-based documents, digitize files and dispose of hard copies.
OnBase can extract the necessary data and store it in a single place. This makes retrieval easy and removes the need for physical storage. The platform does this extraction automatically, reducing the amount of human interaction in document processing.
With document management, organizations can increase productivity, reduce high storage costs and improve data security and recovery.
Workflow Automation Processes
One of OnBase’s standout features is its ability to automate workflows.
OnBase enables businesses to automate predictable tasks. Doing so reduces the manual work hours required for document management and lowers the chance of human error. It also streamlines other workflows, including;
- Sending notifications throughout the document lifecycle,
- Enabling approvals and notifications through mobile devices,
- Load balancing important work,
- Configuring rules to assess documents and assign the correct approver.
Government agencies leverage OnBase to manage records, automate citizen services, and ensure transparency and accountability. OnBase captures and sends the necessary information to relevant systems, ensuring smooth workflow integration. This leads to more efficient public service delivery and better resource management.
Case Management
With OnBase, businesses can handle complex cases and manage multiple documents, tasks, and participants. This makes it the best ECM solution for healthcare, legal, and finance industries with high caseloads.
Whether it’s a customer interaction, a larger project or a legal issue, OnBase provides a complete view of the case and all the supporting information needed. It allows for a collaborative approach, especially when multiple stakeholders are involved or extensive documentation and tracking are required, as everyone can assess the relevant documents.
With OnBase, businesses spend less time on paperwork and more time delivering customer value.
Records Management
OnBase’s records management feature helps businesses stay compliant by automating retention schedules of business records. It assigns a trigger to the document – an event or the passage of a certain amount of time – to ensure that records are managed according to regulatory guidelines.
Organizations can rest assured that qualified records are being automatically disposed of. This minimizes the legal risks associated with keeping expired records.
Healthcare organizations use OnBase to manage patient records. It automates administrative workflows, automatically declares documents as records, and ensures compliance with regulations like HIPAA. This results in improved patient care and operational efficiency.
Capture and Imaging
OnBase captures information from various sources and converts paper documents into digital formats. Digitizing documents makes them accessible and searchable.
Its capture and imaging capabilities allow businesses to classify and index more scanned documents with fewer employees and resources.
As the process is automated – and follows predefined rules and forms – it removes the bottlenecks associated with manually indexing high volumes of business documents. It also allows users to focus on more valuable tasks.
Integration with Other Systems
Integrating with ERP, CRM, and HRM systems, OnBase ensures a smooth information flow across departments and enhances overall efficiency.
Organizations can feed information and documents between OnBase and other applications using prebuilt connectors that integrate with many widely adopted applications, including Salesforce, Microsoft Office, and Outlook.
Why Choose OnBase? Key Benefits Explained
OnBase is a one-stop solution that simplifies most of the complex tasks. It means having all your critical information centralized in an easy-to-use system, allowing you to work smarter, not harder.
Here are some of its qualities that will benefit your organization:
Boost Your Productivity
By automating workflows and streamlining document management, OnBase enhances organizational productivity. Employees can focus on more strategic tasks rather than repetitive and error-prone manual processes.
Achieve Security with Confidence
OnBase protects sensitive information using controlled access, data encryption and more. It also helps organizations standardize and automate data handling processes, and it securely stores, protects and destroys information to comply with regulations. This reduces the risk of data breaches and non-compliance penalties.
Save Costs and Resources
The transition from paper-based processes to digital ones results in substantial cost savings. Organizations save on physical storage costs, cut printing expenses, and reduce the need for manual labor.
Make Smarter Decisions Faster
With centralized access to information and advanced analytics, OnBase empowers organizations to make better, data-driven decisions. Managers can quickly retrieve relevant documents and insights, facilitating informed decision-making.
The Ultimate Enterprise Content Management Partnership
OnBase is a powerful ECM platform. But, keeping it functioning at an optimal level needs active monitoring and management.
This is where Reveille comes into play. Our platform provides comprehensive monitoring solutions tailored specifically for ECM platforms like OnBase.
Reveille’s agentless monitoring and management capabilities offer several benefits:
- Proactive Issue Detection: Reveille monitors your ECM systems 24/7 to detect and address issues before they impact end-users. These could be data breaches, login attempts, or suspicious user activity. Catching these errors early ensures continuous availability and performance of the OnBase platform.
- Automation and Remediation: Once Reveille identifies an issue, automated remediation actions are provided to resolve it. It can alert the appropriate personnel, or the system can automatically take set actions (like locking out a user). This reduces downtime and enhances the reliability of the OnBase platform.
- Enhanced Visibility: Organizations gain deep visibility into user activity, system performance, and content security. Reveille pulls data from all OnBase operations into one dashboard, delivering visibility crucial for maintaining compliance and optimizing operations.
- Quick setup time – Reveille is a no-code platform designed for rapid deployment. Auto-discover and OnBase wizards have monitors running in minutes.
Elevate Your ECM Strategy with OnBase
Don’t just keep pace with the competition — leap ahead with OnBase by Hyland.
This complete ECM solution unlocks new efficiencies and opportunities. And when you combine
OnBase with a monitoring platform like Reveille, you’re equipping your business with a future-ready tool that drives success and underpins your digital transformation journey.
Ready to transform your content management strategy? Book a demo or contact our team today to see how OnBase and Reveille can work together to elevate your business.