--- title: "OnBase Reviews 2026. Verified Reviews, Pros & Cons | Capterra" description: "Is OnBase the right Enterprise Content Management solution for you? Explore 79 verified user reviews from people in industries like yours to make a confident choice." source_url: "https://www.capterra.com/p/62208/OnBase/reviews/" page_type: "reviews" language: "en" --- OnBase 4.3 (79) [View alternatives](https://www.capterra.com/p/62208/OnBase/alternatives/) Provider data verified by our Software Research team, and reviews moderated by our Reviews Verification team. [Learn more](https://www.capterra.com/our-story/) * * * Last updated August 26th, 2026 # Reviews of OnBase Ease of use 4.0 Customer Service 4.1 ## Pros and Cons in Reviews Brennan G Help Desk SUpport SpecialistInsurance, 201 - 500 employeesUsed the software for: 1-2 years. “OnBase offers powerful functionality and flexibility for document management and workflow automation.“ July 13, 2025 Ar Augustina r office administerComputer Networking, 2 - 10 employeesUsed the software for: Less than 6 months. “Its is expensive“ October 9, 2022 Brennan G Help Desk SUpport SpecialistInsurance, 201 - 500 employeesUsed the software for: 1-2 years. “Overall, it’s well-suited for organizations that need depth and scalability, but it demands careful infrastructure planning.“ July 13, 2025 Brennan G Help Desk SUpport SpecialistInsurance, 201 - 500 employeesUsed the software for: 1-2 years. “Very advanced platform with many features that can be catered to a businesses needs.“ July 13, 2025 TC Taylor C Ophthalmic tech and scribeMedical Practice, 201 - 500 employeesUsed the software for: More than 2 years. “Great source for managing and sorting incoming faxes, quickly able to find specific documents you are searching for.“ August 3, 2024 ## Showing most helpful reviews Showing 1-25 of 79 Reviews Sort by: Most Helpful Rating Company Size Reviewer's Role Length of Use Frequency of Use DS Denny S. Associate University Registrar Higher Education Used the software for: 2+ years ### "Using OnBase in Higher Education" October 1, 2018 4.0 Within the Registrar's Office, we utilize OnBase and it's ability to use OCR functionality to capture information from students' transcripts for input into our student information system. This alone eliminates dozens of hours of manual labor each week. On top of that, it is a reliable, quick, enterprise imaging solution. Pros OnBase provides a feature-rich imaging solution that is beloved on our campus. In addition to being a solid imaging solution, OnBase features a powerful workflow engine that allows for easy automation of processes. Cons Depending upon how it is being used, the number of options can be somewhat intimidating. However, once a user is briefed on how to utilize the system and its tools, this is no longer an issue. Review Source VR Verified Reviewer OnBase Administrator Education Management Used the software for: 2+ years ### "Best ECM software on the market with great workflow capability" December 13, 2017 5.0 Drastically improved workflow processes and document management/retention. Pros Best workflow engine I have ever seen, allows point and click configurable workflows with almost no need for custom scripting (though that is an option). The way it organizes document types is the best I have seen and has a LOT of capabilities for integrating with other line of business systems. The interface is very modern looking as long as you are using the desktop Unity Client or the Web based client. They also offer mobile applications that work very well. Cons Though the scanning features are very good and getting better the forms recognition still isn't as good as most dedicated scanning applications. Also the cost of OnBase tends to be higher than many others but I do find that you get what you pay for. Review Source CR Christopher R. Application Analyst Non-Profit Organization Management Used the software for: 2+ years ### "Don't Try Anything Mobile or Remote" February 21, 2020 1.0 Terrible. Pros The ability to generate and query digitized documents was powerful. Cons Where to begin? If you're attempting to leverage this program for mobile document generation and/or signature gathering, look elsewhere! Numerous issues with sustaining sessions and maintaining connectivity. Furthermore, the error messaging is atrocious! End-users, myself included, constantly report not being able to successfully save documents or the program hanging on submission without any type of error messaging. Also, creating new forms is a nightmare! The number of places where profiles and and different data objects have to be created to get forms to correctly pass information is absurd. There's also no easy way to build upon old forms so you're stuck having to reinvent the wheel each time you may have a subtle difference or different process/user flow for an updated form. Review Source VR Verified Reviewer Implementation Specialist Computer Software Used the software for: 2+ years ### "Onbase is extremely versatile, but it takes time to learn the software and what it is capable of." February 1, 2018 4.0 I use Onbase daily for my job, so I see benefits in streamlining and automating process through workflow which save me thousands of hours a year. Pros It's unique, extremely versatile, and has thousands of integration's. It's extremely useful for a lot of different purposes. Specifically I've used this for document management. It has numerous options for user administration, which is helpful. There are modules for just about everything you can think of, and most are well-made and do their job. Cons There is a steep learning curve to Onbase. The software licensing is not always cheap or ideal, and sometimes you can hit a brick wall due to unforeseen issues. Someone with a deep understanding of the software is an invaluable asset to any implementation. Review Source VR Verified Reviewer Customer Service Representative Design Used the software for: 2+ years ### "OnBase" September 17, 2018 5.0 Pros I enjoy OnBase for its straightforward easy to use setup. I am able to import my customer's purchase orders and bill of materials in OnBase in seconds. This then gives me the ability to pull them up at any given time by the purchase order or sales order. When talking to my clients, I am able to refer back to their documents quickly by using OnBase. Cons My biggest issue with OnBase is when importing PDF files, you are not able to drag and drop more than one file at a time. Sometime I am needing to import several related documents at the same time but have to take the time to import each file one by one. Having the option to import an entire folder or more that file at a time would be a huge time saver. Review Source VR Verified Reviewer Accountant - Internal Controls Higher Education Used the software for: 2+ years ### "Our organization utilizes OnBase for our invoicing, approvals, and T/E, which serves us very well. " July 19, 2018 5.0 OnBase allows our organization to swiftly process invoices, approvals, T/E reimbursements, and house all backup data for transactions. The software is very user friendly and would be an asset to any organization looking to upgrade their Accounts Payable department. Pros OnBase is a great software to utilize when wanting a virtual database that can easily be accessed and used by users of all experience levels. The software does an excellent job in communicating with other programs, which allows our organization to have the peace of mind our financial system is correct. Cons The only con I have at this time is a few options, such as the print option, are not as easily accessible as previous options. It would be great to have the CNTRL-P option to print again. Review Source VR Verified Reviewer Network Engineer\\OnBase Administrator Insurance Used the software for: 2+ years ### "OnBase is a versatile, robust electronic document management system. I have been continually pleased" December 22, 2017 5.0 It doesn't seem obvious, but implementing this software helped us standardize our business processes. Obvious benefits are that we were able to streamline processes and keep our business documentation in one place. Pros OnBase is very versatile, so it can be configured to work within you environment, whatever it looks like. Cons Because it is so versatile, trying to figure out exactly how to build it out can be a bit confounding. Sometimes it's simpler to take a canned version of a thing and implement it, but that isn't usually the best bet. Review Source VR Verified Reviewer Unit Clerk - Oncology Hospital & Health Care Used the software for: 6-12 months ### "Great for Case Management" August 26, 2019 5.0 I would definitely think that OnBase would be a useful tool for any healthcare facility that needs to verify health insurance of patients or needs to make claims. Pros OnBase is a great and easy tool to use for patient case management. As someone who is often responsible for verifying the health insurance of patients, I need to create caseloads on OnBase. Through doing this, it is easy to manage and track the different steps of the insurance verification, insurance claims, and billing through OnBase. What I like the most about this software definitely has to be how it streamlines this process. Cons There is definitely a bit of a learning curve for those who are using this for the first time. I think that most tools used in medical settings tend to be somewhat complex to navigate around and this is no different. Review Source SB Sonya B. Fiscal Associate-Customer Service Specialist Accounts Payable Higher Education Used the software for: 2+ years ### "Great software" January 19, 2019 5.0 Pros First when I was learning about this software, I learned that so much can be done just in this system. Its so flexible that it can be used for accounting, hr, etc. The main page of this software is build-able and can be used to keep track of employees progress. Cons Sometimes this software freezes when you scroll around through multiple thing. You have to restart the program many times. Review Source ML Matthew L. Engineer Government Administration Used the software for: 1-2 years ### "Good database software but has its quirks" May 15, 2019 4.0 Pros OnBase is used at my workplace to organize tons of files and documents which is useful not only for accessing my own team's files but also to access other team's files if necessary. Cons The layout of the software tools isn't the most intuitive or accessible. For instance, printing a document isn't so easy as CTRL+P; there's a few clicks you have to do to print. Review Source JH Jamon H. Director- Treasury Industrial Automation Used the software for: 2+ years ### "Dynamic document workflow solution" November 24, 2024 5.0 Pros Dynamic workflow with endless possibilities to create custom workflows, action queues, and document handling. Cons Difficult to export data, and reporting / archiving is not intuitive Review Source YK Yassine K. Chef de projet Information Technology and Services Used the software for: 1-2 years ### "Une GED simple et accessible !" May 23, 2023 5.0 Pros Solution fiable et sécurisée, Connexion avec la base de données, Concepteur simple de workflow graphique.J'ai aimé aussi le fait que nous pouvons rechercher et accéder à n'importe quel document en quelques secondes, ce qui a amélioré notre productivité et réduit le temps que nous passions auparavant à rechercher des documents. Cons Parfois la fonctionnalité du l'OCR (Optical Character Recognition) ne fonctionne pas correctement, et on doit saisir manuellement les données scannées, ce qui ralenti notre productivité.C'est difficile aussi au début de comprendre la logique de l'enregistrement des documents au niveau des tables de la base de données liée au produit, mais une fois que vous vous êtes habitué, ce n'est pas mal du tout. Review Source AF Anna F. Application Analyst Hospital & Health Care Used the software for: 2+ years ### "OnBase Review" May 27, 2022 5.0 Pros I like the search function, makes it easy to use and search for items without having to spend a lot of time searching. Cons I don't have any cons or complaints about this product. Review Source EH Elizabeth H. Administrative assistant Hospital & Health Care Used the software for: 2+ years ### "All encompassing clinical file management " October 13, 2021 5.0 Overall on base has been a very valuable part of the day-to-day operations. The many features of on base allow us to use it for virtually every aspect of patient care. Pros On base has several different facets, Each of these facets controls a different aspect of patient workload. On base can be used to fax documents, store clinical documents, and store all the different parts of a patient’s medical record. Cons Sometimes the number of features on base has is a little overwhelming. I also find in my experience that many times after an update has been pushed through on base, certain aspects do not work correctly. This is typically solved by calling the helpdesk. Review Source MC Melissa C. Admin Environmental Services Used the software for: 2+ years ### "DECENT FOR HOUSING " April 26, 2021 4.0 Pros Pulling data in spreadsheets is essential in my business; use the dashboard a lot for time entry. Cons A lot of time out errors, system creeps at times... Errors are not known. Review Source BM Bonnie M. Educator Higher Education Used the software for: 2+ years ### "OnBase" October 5, 2018 5.0 We were lucky to have been using OnBase for our document storage system, not every school in the district chose to use OnBase like we did. Being able to transfer the scanned documents from OnBase into our previous database system was different at first, but we quickly caught on how to use it. Recently the district switched to a new application system only to find that they can't upload documents directly into it. When it was announced that all schools would need to use OnBase we are happy, as we are already ahead of everyone else! Our transition to the new software has been almost seamless. Pros OnBase allows us to securely store and safely access student records easily. Cons When I first started using OnBase i had the older version (looked like an old DOS or mainframe system), and it was hard to sometimes locate student records, and/or see if there were more levels (additional documents) for the same student. But once I switched to the newer version I was able to easily see much more and drill down when a single student had more than one document scanned into OnBase. Review Source TM Tina M. FINANCIAL Hospital & Health Care Used the software for: 1-2 years ### "Onbase" September 20, 2022 4.0 I am happy with it. Certainly an improvement over the last software Pros I like the ease of being able to index documents into the patient chart and labeling it correctly Cons It is a little hard to learn to use, once you get past that it's great Review Source SC Solange C. Associate Director Higher Education Used the software for: 2+ years ### "Versatile system, but still has a few limitations " August 2, 2018 5.0 Centralized document retention and management cloud based system Pros The ability to be Green and scan emails, word docs, excel spreadsheets directly into onbase without having to print the items first Cons The user unfriendliness of generating statistical reports from the system requires the assistance of an administrator. Everyday users are not able to easily configure reports. Also administrators are sometimes unable to generate adhoc reports Review Source RS Raul S. VP IT Manager Used the software for: 2+ years ### "Resold via Wausau IMS" May 18, 2017 4.0 Pros Very modular and customizeable. Very solid software. The IMS support is excellent and responsive. Cons I get the best support from Wausau. If there is an issue that is refererd to Hyland then it takes a while to get resolved Review Source PV Phillip V. Application Administrator Apparel & Fashion Used the software for: 1-2 years ### "Complex and Complete. Quick ROI" December 11, 2016 5.0 I am an application administrator, working to improve business functions and reduce process costs with OnBase. Pros This software is complex!! It allows you to do a myriad of things all in the name of streamline your workflow. Cons This software is complex! It takes time to grow comfortable in managing it. There are so many companion apps necessary to be successful that it can be costly. Review Source TF Tamara F. Credentialing Coordinator Hospital & Health Care Used the software for: 6-12 months ### "OnBase Dec 2022 Review" December 13, 2022 3.0 Good-Neutral Pros Easy to use. When starting my current position actually transitioning to new system, but have to refer back to OnBase periodically. Cons When looking for provider never able to find by name, has to be by NPI. Would like if there were more break downs for references and work history, instead of it being combined into one. Review Source LS Leslie S. Asst. Mgr. Selection & Assessment Used the software for: 2+ years ### "Used for scanning documents. " May 15, 2018 5.0 Pros Ease of use, searching is easy. My dept. has scanned thousands and thousands of documents: personnel files, applicant documents, etc. Cons After documents are scanned, you have to manually commit or release each document. Very time consuming and hard on the wrist (using mouse to click multiple times). Editing is a little cumbersome. Review Source TX Ted X. IT Professional Government Administration Used the software for: Less than 6 months ### "This is the best document management solution." May 24, 2018 5.0 Pros This product has lots of features and functionalities. My favorite modules are: 1. Workflow. We can use this module to streamline our document distribution process. 2. Document Import Process. We can use this module to do bulk import. Cons The product is somewhat expensive. You need to purchase individual modules if you need more functionalities. The training classes are not cheap either. Review Source PP Parish P. Sr Business Operations Analyst Hospital & Health Care Used the software for: 2+ years ### " Document imaging application " February 18, 2019 4.0 Pros OnBase is a great document imaging application that allows you to view, scan, index, and retrieve patient related documents and correspondence. The software also has the functionality of worklist. Cons There is not much I do not like about the OnBase software. Review Source AM Andy M. Recruiter Information Technology and Services Used the software for: 1-2 years ### "Great Document Repository" March 25, 2019 5.0 Pros Onbase's simple-to-navigate functionality makes it incredibly easy to work within on a day-to-day basis. Cons Although it doesn't necessarily need a facelift, the look of the software is very plain. 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