Organizations today must juggle an ever-expanding volume of data, rising compliance demands, and growing customer expectations while trying to do more with fewer resources. To stay competitive and resilient, companies must embrace technologies that drive automation, increase transparency, and improve how information is captured and managed. That’s where enterprise content management (ECM) platforms like OnBase by Hyland make a measurable difference.
OnBase by Hyland is a powerful enterprise content management (ECM) solution that helps organizations take control of their information, automate routine tasks, and improve decision-making. With capabilities ranging from intelligent content capture to advanced process monitoring, OnBase empowers teams to streamline operations, reduce manual work, and boost productivity across every department.
10 Essential OnBase Features That Drive Operational Excellence
To fully understand the impact OnBase can have on your organization, it’s important to explore the core capabilities that set it apart. These features go beyond basic document storage—they’re designed to improve collaboration, ensure compliance, accelerate workflows, and unify content across departments. The following highlights showcase how OnBase delivers measurable value through ten essential features that redefine the way businesses operate.
1. Enterprise-Grade Content Capture
At the foundation of every successful ECM strategy lies the ability to capture information from diverse sources. OnBase supports automated capture from paper documents, emails, digital forms, and even faxes. The platform intelligently indexes and categorizes documents at the point of entry, which dramatically reduces manual data entry and human error.
With real-time capture, organizations can digitize operations at scale, reduce operational costs, and accelerate access to critical information. Whether dealing with high volumes of incoming invoices, contracts, or client correspondence, OnBase ensures that no data is lost in transit and that content is always accessible.
2. Seamless Integration with Business Applications
One of the OnBase platform’s most strategic advantages is its ability to integrate effortlessly with other enterprise platforms. Whether it’s a CRM like Salesforce, an ERP like SAP, or productivity suites like Microsoft Office, OnBase embeds itself into existing workflows without disrupting operations.
This interconnected environment eliminates silos, fosters seamless information sharing, and enhances the user experience. Employees no longer need to toggle between multiple systems to locate a document or complete a task—OnBase brings all the tools and data they need directly to their fingertips.
3. Automated Processes that Drive Productivity
Manual processes are often time-consuming and prone to errors. OnBase’s automation engine streamlines repetitive tasks and ensures that approvals, notifications, and escalations happen on schedule.
Using rules-based logic, OnBase automatically routes documents to the appropriate person or team based on predefined criteria. This reduces processing time, minimizes delays, and improves accuracy across departments—from accounts payable to human resources. As a result, employees can focus on value-added work rather than administrative overhead.
4. Empowering Collaboration with Secure Access
Modern workplaces demand collaboration tools that are accessible, secure, and adaptable. OnBase delivers with real-time collaboration features, document versioning, and shared workspaces. Remote teams benefit from mobile and offline access, allowing them to stay productive regardless of location or connectivity.
Externally, OnBase also supports customer and partner interactions by offering secure portals for submitting forms and accessing shared documents. This level of accessibility not only improves internal efficiency but also elevates customer satisfaction.
5. Records and Retention Management Built for Compliance
Compliance is not optional—and managing document lifecycles is a crucial component of regulatory adherence. OnBase automates retention policies, enforces secure document destruction when appropriate, and maintains an auditable trail of activity.
These capabilities make audits easier, reduce legal exposure, and free up valuable storage space by removing obsolete records. With OnBase, compliance becomes a proactive process rather than a reactive obligation.
6. Content Management for Every Format and Function
Whether you’re dealing with PDFs, spreadsheets, videos, or emails, OnBase acts as a centralized content hub. Advanced content management features such as version control and audit trails ensure document integrity, while secure storage protocols protect sensitive information.
The result is a streamlined content ecosystem where users can find what they need, when they need it—with confidence that it’s the most current and accurate version available.
7. Rapid Search and Retrieval of Information
Few things are more frustrating than searching endlessly for a document buried in a siloed system. OnBase solves this with powerful search and retrieval tools that leverage metadata, natural language queries, and filters to quickly surface relevant information.
Employees save time, make decisions faster, and avoid duplication of effort. These productivity gains ripple across the enterprise, allowing for faster responses to customers, regulators, and stakeholders.
8. Security and Compliance at the Core
Data protection is non-negotiable. OnBase enforces strict security policies with role-based access controls, full encryption, and comprehensive audit logs. These features ensure sensitive information stays secure, whether at rest or in transit.
By adhering to industry standards and legal requirements, OnBase reduces the risk of data breaches and penalties while instilling confidence among clients and regulatory bodies.
9. Real-Time Reporting and Analytics
Visibility is vital to optimizing business performance. OnBase provides dashboards, analytics, and system health monitors that give administrators and decision-makers real-time insights into workflows, bottlenecks, and document status.
These reports enable proactive management and continuous improvement. With actionable data, leaders can fine-tune operations, allocate resources efficiently, and meet evolving business goals with confidence.
10. Scalable and Flexible Architecture
Organizations evolve—and so should their technology. OnBase’s low-code configuration environment empowers teams to adapt workflows, add users, or launch new initiatives without lengthy development cycles.
Whether scaling to new departments or integrating emerging technologies, OnBase provides a future-proof platform that grows with your business. Its flexibility ensures long-term ROI while allowing organizations to pivot as needs change.
Discover How OnBase Transforms Operations
Want to see how OnBase’s top 10 features can streamline your business processes and improve performance? Download the brochure now to explore how enterprise content management can redefine the way your organization works.
Realizing the Benefits of OnBase Content Management Across the Enterprise
From finance and HR to legal and executive support, every department can benefit from OnBase’s unified content ecosystem. Finance teams streamline invoice processing. HR departments centralize employee records and onboarding workflows. Legal staff maintain accurate, compliant document trails. Executives gain insights from dashboards that show real-time operational data.
When systems, people, and processes are connected, organizational performance soars. OnBase breaks down silos and replaces outdated, paper-based systems with intelligent digital workflows. And with the guidance of a partner like 3SG Plus, the journey from paper to digital is smooth, efficient, and transformational.
Partnering with 3SG Plus: Experts in Implementation and Support
Technology is only as powerful as its implementation. That’s why partnering with a certified OnBase integrator like 3SG Plus is essential to realizing the full potential of your ECM investment.
As an authorized OnBase reseller, integrator, and professional services provider, 3SG Plus offers a complete lifecycle of services—from planning and deployment to optimization and ongoing support. Our approach begins with a deep understanding of your organization’s needs. We then tailor OnBase to align with your business processes, ensuring seamless integration with your existing systems.
Our team of certified developers and engineers configures custom workflows, sets up retention policies, and ensures secure access for all users. Post-deployment, 3SG Plus provides training, troubleshooting, and system audits to help your team maximize the benefits of OnBase year after year.
With over two decades of experience in digital transformation, we’ve helped public and private sector clients unlock greater transparency, efficiency, and operational excellence using OnBase. We don’t just sell software—we become your trusted partner in success.
Conclusion: It’s Time to Redefine How Your Business Operates
OnBase by Hyland is more than a document management system—it’s a strategic platform that unifies content, automates processes, and secures information across the enterprise. With powerful features ranging from real-time reporting to seamless system integration, OnBase empowers organizations to stay agile, compliant, and efficient.
Whether you’re embarking on your first ECM deployment or looking to optimize your current environment, OnBase offers the flexibility and scalability your organization needs. And with 3SG Plus as your implementation partner, you gain the expertise and support to turn your digital transformation vision into reality.