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Hyland OnBase vs SharePoint comparison

 

Comparison Buyer's Guide

Executive SummaryUpdated on Nov 4, 2024

Review summaries and opinions

We asked business professionals to review the solutions they use. Here are some excerpts of what they said:
 

Categories and Ranking

Hyland OnBase
Ranking in Enterprise Content Management
5th
Average Rating
8.0
Reviews Sentiment
6.9
Number of Reviews
12
Ranking in other categories
Business Process Management (BPM) (17th), Low-Code Development Platforms (13th)
SharePoint
Ranking in Enterprise Content Management
1st
Average Rating
7.8
Reviews Sentiment
7.0
Number of Reviews
158
Ranking in other categories
Web Content Management (2nd), Corporate Portals (Enterprise Information Portals) (1st), Enterprise Intranet (1st)
 

Mindshare comparison

As of March 2025, in the Enterprise Content Management category, the mindshare of Hyland OnBase is 6.7%, up from 5.5% compared to the previous year. The mindshare of SharePoint is 17.3%, down from 20.8% compared to the previous year. It is calculated based on PeerSpot user engagement data.
Enterprise Content Management
 

Featured Reviews

Phemy Lekalakala - PeerSpot reviewer
Stable content and workflow management solution with a valuable retention module
We use this solution for record management and digitization of records. We also use it for workflows and to build online forms The retention module is one of the most valuable features. Whatever we scan onto the system can be identified and we are notified when the records are due to be disposed.…
Sanil Paul - PeerSpot reviewer
Streamlined collaboration through seamless integration and customization
I have been an administrator for SharePoint and have used it as an end-user for document storage. Predominantly, I've been involved in administration SharePoint helps a lot since we've moved from using it directly to using it as a backend for Teams, which makes collaboration easier. It supports…

Quotes from Members

We asked business professionals to review the solutions they use. Here are some excerpts of what they said:
 

Pros

"OnBase is a remarkable tool. It is a well-done product. Hyland has a lot of experience in building it and looking for new things for clients in terms of functionalities. It has amazing stability, and it can grow horizontally and vertically. It is built for growth. Their technical support is also quite good and available throughout the year."
"It provided data security features, allowing restrictions on sensitive documents, such as who could view or modify them."
"The product's initial setup phase is not difficult."
"The retention module is one of the most valuable features. Whatever we scan onto the system can be identified and we are notified when the records are due to be disposed."
"The most valuable features are that it's very secure and provides audit trails for our documents."
"The solution is very developed and we are not taking full advantage of its functionalities."
"Integrating Hyland OnBase with our systems enabled us to automate document designs and templates, which was extremely helpful in the finance and banking industry."
"I like the cloud and its integrability."
"Ability to store files of any type."
"I do like the collaboration around documents. The versioning history has proven useful in some instances as well."
"SharePoint is smooth and easy to use for editing, updating, and uploading files."
"We can now share to team members by MS Teams and assign planners to follow and update statuses in a single platform."
"SharePoint manages version control, which makes it easier to track and amend documentation accurately, maintaining document integrity and enabling quick recovery if necessary."
"Helps with document collaboration and workflow."
"It has good integration with other MS products."
"It has made us faster and more efficient."
 

Cons

"We found the size of images to be a restriction, though this may have been due to the API used rather than the Hyland application."
"The application could potentially be more open-source, allowing integration with more solutions."
"We need to troubleshoot why our reports didn't get downloaded in a day. There is a workflow feature which powerful but also complicated."
"The look and feel could be better. The integration with the user could be better. It could also be more user-friendly."
"Software malfunctioning usually occurs when we receive documents from external sources."
"We are struggling with duplicates and would like to have OCR functionality when using this solution."
"For user experience, they would have to do more with the interface. It is not easy to work with and is a little messy. It is getting better, but it is not yet good enough. Other products are comparatively doing better in terms of the user interface. I have been hearing about Box, which is very easy to use and learn for the users. OnBase has to work on this aspect. It should have BPM capabilities. We compete with tools that provide the BPM feature and support those standards. They can do better in terms of the pricing model. It is a really expensive tool in Latin America. They should have different prices for different regions."
"The migration is a bit difficult in the tool."
"We do sell Hyland OnBase, which is probably a competitor to SharePoint and does a lot more. In our own organization, we haven't had a need for it, but certainly, for our customers, we are finding that to be a better fit. In terms of the technical reasons for that, I'm not involved much on that side, so I can't give specifics, but there is certainly room for them to improve or add on certain features that clearly are not available in SharePoint, but they are available in Hyland OnBase."
"It does not integrate despite being part of the Microsoft family."
"More hints and make it more user-customizable."
"There's a challenge with desktop applications synchronizing with online documents in real-time. If someone is working on a document in the desktop version of Excel, for example, and someone else is editing the same document online, the changes won't sync immediately. That's the only real challenge we've encountered."
"It would be nice if the editing and setting up of SharePoint were more user-friendly, so I do not have to have an expert to deal with it."
"The search functionality could be improved, especially when dealing with 'lift' lists, where there are performance issues."
"The solution should improve its integration with other project management tools."
"​The support is the worst. It is bad when Microsoft support does not even know what to do and you have to tell them. Also, they take too long to solve a problem.​"
 

Pricing and Cost Advice

"They can do better in terms of the pricing model. It is a really expensive tool in Latin America. They should have different prices for different regions."
"There are a number of different types of licenses. There are concurrent licenses, individual licenses and imaging licenses."
"OnBase is reasonably priced."
"The tool's price is high."
"The solution costs around $6,000 per month."
"The platform has medium pricing."
"The pricing is competitive."
"It is pretty reasonable. It is $5 per month per user. We have 12 users now, so it is about $60 per month."
"The licensing model for SharePoint Online is based on per user, and it is monthly. The price of the solution overall is good."
"The replacement costs for it are cheaper if you use only SharePoint."
"The data classification and search elements are cheap."
"Licensing can be by server or by seat."
"The pricing is competitive."
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Use our free recommendation engine to learn which Enterprise Content Management solutions are best for your needs.
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Comparison Review

it_user8925 - PeerSpot reviewer
Aug 23, 2013
Jive vs Sharepoint vs Drupal Commons
At Mediacurrent we often get requests to compare Drupal to other platforms used for intranet sites and social business platforms (like https://dev.twitter.com/ for example). This is often referred to as “Social Business Software”, which has grown in popularity in recent years. I decided to do a…
 

Top Industries

By visitors reading reviews
Financial Services Firm
14%
Government
14%
Computer Software Company
10%
Manufacturing Company
8%
Government
13%
Financial Services Firm
10%
Computer Software Company
10%
Manufacturing Company
8%
 

Company Size

By reviewers
Large Enterprise
Midsize Enterprise
Small Business
 

Questions from the Community

What do you like most about Hyland OnBase?
The solution is very developed and we are not taking full advantage of its functionalities.
What is your experience regarding pricing and costs for Hyland OnBase?
As we had an enterprise license, we were not limited in terms of user access. We also paid for workflow licenses, which allowed up to 250 concurrent users.
What needs improvement with Hyland OnBase?
We found the size of images to be a restriction, though this may have been due to the API used rather than the Hyland application. The application could potentially be more open-source, allowing in...
Would Alfresco give an organization more benefits in terms of cost, features & security as compared to Sharepoint?
Alfresco scores are high on all features of an ECM solution and tools. Back office processing, rated as 3.36 good. Business Process Application 3.55 Good to excellent. Document Management 4.12...
What is your experience regarding pricing and costs for SharePoint?
With SharePoint, we save by not needing multiple external licenses. Unlike Drupal ( /products/drupal-reviews ), all necessary applications are included in the Microsoft license, making it cost-effe...
 

Comparisons

 

Also Known As

OnBase
SharePoint 2007, SharePoint 2010
 

Overview

 

Sample Customers

Honda France Industries, Hill County Texas, Hylant Group, ING Lease France, State of South Carolina, Syracuse University, Swindon College, Rhode Island Department of Human Services, Rochester Institute of Technology, Moen, Odense University Hospital
Toyota, Aeroports de Paris, ASBBank Ltd., Barking, Havering and Redbridge University Hospitals, CambridgeshireConstabulary, D&M Group, NPL Construction Company, and The Regional Municipality of Niagara.
Find out what your peers are saying about Hyland OnBase vs. SharePoint and other solutions. Updated: March 2025.
842,194 professionals have used our research since 2012.