Choosing the right enterprise content management (ECM) system can be a game-changer for your organization. A well-implemented ECM solution streamlines document handling, improves process efficiency, and strengthens compliance—all while enhancing employee productivity and customer satisfaction.
OnBase by Hyland is one of the most recognized names in the ECM market and is trusted by organizations in government, healthcare, education, and financial services. But it’s not the only option. This guide compares OnBase with five key competitors: Laserfiche, DocuWare, M-Files, Nintex, and Square 9 Softworks.
To help you evaluate which system best fits your organization’s needs, we’ll explore four major categories:
- Core Functionality
- User Experience & Interface
- Technical & Administrative Considerations
- Market Fit & Vendor Partnership
1. Core Functionality: Building Blocks of ECM
An ECM system’s core capabilities determine how well it supports document-heavy processes and business-critical tasks.
Document Management
- OnBase delivers powerful document capture, indexing, and search tools. Its integration with other business systems makes document handling seamless.
- Laserfiche offers strong document management, featuring full-text OCR, version control, and powerful search functions.
- DocuWare stands out for simplicity in organizing and retrieving documents—ideal for businesses seeking ease of use.
- M-Files uses a unique metadata-driven approach, organizing content by “what” it is rather than “where” it is stored.
- Nintex, better known for process automation, still provides document generation and management features within workflows.
- Square 9 Softworks includes intelligent data capture and advanced search for fast document retrieval.
Workflow Automation
Workflow automation turns routine tasks into efficient, repeatable processes.
- OnBase has a configurable workflow engine capable of handling complex, multi-step processes across departments.
- Laserfiche includes an intuitive visual workflow designer for business process automation.
- DocuWare simplifies document-centric workflows with drag-and-drop tools.
- M-Files tightly integrates workflow capabilities with its metadata model, enabling smart task routing.
- Nintex excels with its drag-and-drop workflow designer and vast connector library—ideal for complex integrations.
- Square 9 offers tailored automation for document-driven workflows, especially in AP, HR, and compliance tasks.
Case Management
Organizations in healthcare, legal, and government often require systems built for case-based work.
- OnBase is a standout here, with full-featured case management for high-volume, content-rich use cases.
- Laserfiche and DocuWare support case management through configurable process flows.
- M-Files uses its metadata approach to associate documents, forms, and tasks with specific cases.
- Nintex can create custom case management apps using its forms and automation tools.
- Square 9 supports case-centric processes with logical grouping of documents and workflow controls.
2. User Experience & Interface: Adoption Starts Here
A powerful ECM system means little if users struggle to adopt it.
Ease of Use
- DocuWare is known for its clean, intuitive UI—an excellent fit for users with limited technical training.
- Laserfiche has modernized its interface and delivers a friendly user experience.
- M-Files takes some getting used to but becomes highly efficient once users understand metadata navigation.
- Nintex offers exceptional usability, especially in its workflow design tools.
- Square 9 has invested in a user-friendly, role-based interface.
- OnBase, while feature-rich, is sometimes perceived as complex. However, recent UI updates have made significant improvements.
Mobile Capabilities
ECM solutions must support remote work and mobile-first workflows.
- All platforms—OnBase, Laserfiche, DocuWare, M-Files, Nintex, and Square 9—offer mobile apps for iOS and Android.
- The feature depth varies, so test mobile functionality during vendor evaluations.
Deployment Options
Whether you want cloud flexibility, on-prem control, or a hybrid mix, deployment choice matters.
- All six ECM vendors provide on-premises, cloud, and hybrid options.
- Check for government-cloud certifications or regional hosting if compliance is a concern.
3. Technical & Administrative Considerations: Behind the Curtain
What’s under the hood matters just as much as the interface.
Integrations
A good ECM must plug into your existing IT environment.
- OnBase integrates with ERPs (like SAP), CRMs, EHRs, and custom apps.
- Laserfiche, DocuWare, M-Files, and Square 9 also offer strong integrations with various APIs and connectors.
- Nintex leads in integration flexibility with its connector library that links to hundreds of platforms.
Security & Compliance
Security isn’t optional—it’s essential.
- All six solutions offer standard ECM security features: access controls, encryption, audit trails, and role-based permissions.
- OnBase, Laserfiche, and M-Files have established compliance solutions for HIPAA, GDPR, SOC 2, and other industry standards.
- Always verify third-party certifications based on your sector’s regulations.
Scalability
Can the platform grow with you?
- Each of the ECM systems discussed supports scalability across users, locations, and departments.
- Ask solution providers about data limits, licensing models, and architecture flexibility.
4. Market Fit & Vendor Partnership: More Than Just an ECM Product
The best software is backed by a vendor that understands your industry and goals.
Industry Focus
- OnBase is strong in healthcare, government, and financial services.
- Laserfiche excels in government and education sectors.
- DocuWare and Square 9 are popular in small to mid-sized businesses.
- M-Files serves a variety of industries with an emphasis on engineering, manufacturing, and professional services.
- Nintex has wide applicability but shines when complex workflow automation is the main need.
Pricing & ROI
Not all ECMs are priced the same.
- OnBase may carry a higher upfront cost but provides deep functionality and long-term ROI.
- DocuWare and Square 9 are often cost-effective for small to mid-sized deployments.
- M-Files offers flexible subscription models.
- Nintex charges based on workflows, users, and functionality tiers.
Support & Community
Vendor support can make or break your success.
- OnBase users benefit from Hyland’s training academy, partner network, and user groups.
- Laserfiche has an active user community and strong documentation.
- M-Files, DocuWare, and Square 9 offer localized support through resellers.
- Nintex has an extensive library of templates, community forums, and professional services.
Side-by-Side ECM Comparison Chart
To give you a quick, at-a-glance overview of the key differences, we’ve put together a comparison chart. This graphic highlights how each of the top solutions stacks up across the most important features and considerations, helping you easily identify which platforms might be the best fit for your specific business needs.
Making the Right ECM Decision
Choosing the right ECM system is a significant investment. By carefully evaluating OnBase alongside Laserfiche, DocuWare, M-Files, Nintex, and Square 9 Softworks across these key comparison points, you can identify the solution that best aligns with your organization’s unique needs, budget, and long-term goals. Don’t hesitate to request demos and speak with existing customers to gain a deeper understanding of each platform in action.