Hyland OnBase alternative

What is OnBase ECM?

OnBase is Hyland's enterprise content management platform that automates business processes, manages organizational content, and integrates with other applications to provide comprehensive document lifecycle management and workflow automation.

Is OnBase a Document Management System?

Yes, OnBase is a comprehensive document management system that addresses basic file storage along with workflow automation, records management, compliance reporting, and business process integration capabilities.

Is OnBase hard to learn?

OnBase typically requires significant training due to its comprehensive ECM functionality and complex workflow configurations. The learning curve can be steep for end users compared to intuitive EFSS solutions.

		Clear All FileCloud Enterprise Server	Microsoft SharePoint Server Subscription Edition & Microsoft 365 E3	ownCloud (a Kiteworks company) Standard	OpenText Content Cloud	M-Files (Base)	Hyland OnBase	NextCloud Enterprise Standard	CTERA Enterprise File Services Platform	Kiteworks Private Data Network Business Edition
Overview ⌃
	On-Premises/Cloud/Hybrid	On-Prem, Hybrid	On-Prem, Hybrid	On-Prem, Cloud, and Hybrid	On-Prem, Cloud, and Hybrid	On-prem	On-Prem, Cloud, and Hybrid	On-Prem	On-Prem, Cloud, and Hybrid	On-Prem, Cloud, and Hybrid
Pricing ⌃
	Pricing (100 Users/Year)	$7,200	$40,500+	Not published	Not published	Not published	Not published	6 789€	Not published	Not published
	Storage	Unlimited	Enterprise	Unlimited	Unlimited	Unlimited	Unlimited	Unlimited	Unlimited	Enterprise
	Unlimited Licensed External Users					HubShare add-on
Single-tenant vs multi-tenant.	Region-Specified, Dedicated Single-Tenant Hosting – Fully Isolated Data-Layer Protection	N/A			Private Cloud Only	Team/ Business				Enterprise
	Support for Network Shares with NTFS Integration for VPN-less secure access									Enterprise
	FIPS 140-2 Validated Encryption	Advanced			Data Privacy and Protection (Voltage) Enterprise				CTERA Crypto Module add-on	Enterprise
	Support compliance requirements for ITAR, CJIS, EAR, DoD Cloud Computing SRGs, IRS-1075 and more	Advanced		Enterprise	Data Privacy and Protection (Voltage) Enterprise			Enterprise Ultimate	Add-ons	Enterprise
	Optimized Multi-Site Architecture (high-performance, scalable and redundant data access in distributed data center environments)	Advanced				Business		Enterprise Premium		Enterprise
Secure File Sharing & Remote Access ⌃
Easily access files by logging in through the web browser or using the mobile app.	Access Files from Web Browser & Mobile Devices (iOS, Android)
Sync your files using a desktop client, available across Windows, Mac, and Linux operating systems.	Desktop Sync on Windows, Mac, Linux
Set up a virtual drive to gain access to files without taking up space on your hard drive.	Map Virtual Drive on a PC/Mac for Remote Files									Enterprise
Restrict shares to view-only, limit uploads or downloads, enable further sharing, disable deletion, and manage shares even after sending.	Hyper-Secure File Sharing (view, download, upload, share, sync, delete & manage)
Gain greater control over shares by setting as public (with or without password protection) or private (must have a FileCloud account). You can also set expiration dates on share links.	Public, Private, Time-Limited Shares
Control access to data by applying granular permissions to folders, sub-folders, and files based on user, group, or global policies.	Granular & Sub-Folder Sharing Permissions
Control which files and folders sync with Selective Sync to improve performance and efficiency and view share analytics.	Selective Folders Sync & Share Analytics
Upload large files without worrying about size limits or types. Specialized files across industries are supported.	Upload/Share Large Files, No Size Limit		250 GB		2 GB					2 GB
Pause and resume large uploads.	Resumable Uploads
Preview file types within FileCloud without needing to download the file.	Built-in File Preview (Office, DICOM, AutoCad, Email, etc.)
Preview CAD files without opening a new window or program via Autodesk integration.	CAD File Viewer	Advanced					CAD Services add-on	Enterprise Premium		Enterprise add-on: SafeEDIT
Accessibility is supported through VPAT compliance via shortcut key commands, high-contrast visual modes, and themes.	Keyboard Accessibility (VPAT)
Directly connect to gateway storage modes (network shares, cloud connectors) for real-time syncing and better collaboration with remote teams, clients, and partners.	Real-time Sync of Network Shares					HubShare add-on				Enterprise
Create, preview, edit, and share Zip files/folders. Apply password-protection to achieve Zero Trust while sharing data.	Zero Trust File Sharing®
Share files using QR codes for esier mobile access.	QR Code File Sharing
Users can download Office files stored in FileCloud as PDFs.	One-click PDF Downloads
Secure Content Collaboration & Productivity ⌃
Create a shared "workspace" for files and folders, so teams with access can freely collaborate according to set permissions.	Team Folders – Workspace for Projects or Teams					HubShare add-on
Support streamlined collaboration with detailed share links and file-related actions.	File Sharing, Requests, Commenting, Tagging & Notifications
Open and edit files saved in FileCloud with Microsoft Office and Google Workspace for real-time collaboration and co-authoring.	Co-Author Microsoft 365 & Google Workspace			Enterprise	Public Cloud Deployment Only	Business	Add-on	Enterprise Premium
Ensure only one person can make changes to a file; Admins can manage locked files directly so no files are permanently checked out/locked.	File Locking & Lock Management
Protect your files against data loss. FileCloud stores an unlimited number of file versions without using up your storage space.	Unlimited File Versioning			50% user storage cap
Security, Data Protection & Residency ⌃
Fine-tuned admin capabilities ensure you maintain control over your users, groups, accounts, and data.	Enterprise Console, RBAC, Group/User Policy Management & Account Transfer
View list of connected devices, and leverage that view to remotely wipe data or block users in case of suspicious activity or device loss.	Device Management (Remote Wipe, Block, Inventory)
Track user and file activity and create/export reports to comply with regulations, strengthen security, and gain business insights.	Audit Trail & Reporting – User/File Activities			Enterprise		Business		Enterprise Premium
Apply advanced encryption methodologies to protect data in storage (at rest) and when sharing (in transit).	Encryption (Data at Rest/in Transit)
Prevent data loss and protect business operations by automatically backing up and restoring files across devices.	Endpoint Backup
Streamline multiple user credentials into one for easier access across systems.	Single Sign-On/SAML Support			Enterprise				Enterprise Premium		Enterprise
Host your data in the region of your choice for better uptime/preformance and to comply with regulatory requirements. Data Residency	Keep Your Data in a Region Where You Want It				Private Cloud Deployment Only
A heuristic file content scanning engine blocks ransomware to prevent data loss and protect business operation.	Ransomware Protection			Enterprise	Cybersecurity Cloud, Data Security Services
Automatic virus and malware scanning secures uploaded files and helps protect business finances, operations, and reputation.	Anti-Virus/Malware Protection				Cybersecurity Cloud, Data Security Services			Enterprise Premium		Enterprise
Everfox integration offers CDR capabilities to scan, disassemble, and sanitize files before uploading to the FileCloud environment.	Content Disarm & Reconstruction (CDR)	Advanced								Enterprise add-on: Advanced Governance
Bring and manage your own encryption key to ensure you are the only one you can decrypt and read your data.	Bring Your Own Encryption Key			Enterprise	OpenText Key Mediator	Business				Enterprise
Automatically sync users and groups from identity providers like Okta, Entra ID, and Google between FileCloud and other service providers.	SCIM 2.0 Support				Directory Services (OTDS)			via SCIM Service Provider app
Use multiple layers of authentication (user/password combination + email/TOTP/SMS) to secure login access and protect data.	Two-Factor Authentication (2FA) with Policy control									Enterprise
Use multiple layers of authentication (user/password combination + email/TOTP/SMS) to secure login access and protect data.	2FA for External Users	Advanced				Business		Enterprise Premium		Enterprise
Consolidate and monitor alerts and audits across different platforms/apps/services in a centralized dashboard to ease security management.	Security Information and Event Management (SIEM) Integration	Advanced		Enterprise		Business		Enterprise Premium		Enterprise
Optical Character Recognition (OCR) enables pattern searching through all files and folders to identify and secure PII for better data governance.	Personal Identifiable Information (PII) Pattern Search	Advanced			Data Privacy and Protection (Voltage) Enterprise	Business		Enterprise Premium		Enterprise add-on: Advanced Governance
Data Leak Prevention ⌃
Control and secure your data with rule-based alerts, notifications, and actions triggered by file or user activity.	Rule-based Management of Users, IP Address, Metadata, Sharing, File Information & More					Business				Enterprise add-on: Advanced Governance
Incident reports/alerts provide advance warning of unauthorized access/activity, compliance documentation, and system information.	Alert and Security Incident Reporting			Enterprise	OpenText ArcSight DLP Monitoring	Business				Enterprise
Streamline, automate, and classify uploaded content with metadata tags to strengthen data security.	Smart Classification (in conjunction with DLP)	Advanced		Enterprise	CoreCapture	Business				Enterprise add-on: Advanced Governance
Data Compliance ⌃
Enable the FIPS 140-2 encryption standard published by the National Institute of Standards and Technology (NIST) for government-level security.	FIPS 140-2 Compliant Encryption Module	Advanced			Data Privacy and Protection (Voltage) Enterprise				CTERA Crypto Module add-on	Enterprise
Centralized dashboards connect security, admin, and content governance tools with regulatory requirements	Integrated Compliance Dashboards & Reports (ITAR, HIPAA, GDPR, NIST 800-171, PDPL)	Advanced	Compliance Center Add-on		Data Privacy and Protection (Voltage) Enterprise	Compliance Kit add-on				Enterprise add-on: Advanced Governance
Published resources provide guidance on configuring the environment to comply with CMMC, NIST 800-171, FINRA, CJIS,GxP+ requirements.	Compliance Support for CMMC, NIST 800-53, GxP+	Advanced		Enterprise	Data Privacy and Protection (Voltage) Enterprise	Compliance Kit add-on		Enterprise Ultimate		Enterprise add-on: Advanced Governance
Data Classification ⌃
Apply default metadata labels or build custom ones to suit your unique industry needs and automate content classification.	Pre-built & Custom Content Classification labeling for Industry Verticals	Advanced			CoreCapture					Enterprise add-on: Advanced Governance
Classify sensitive/PII data with metadata, which can then be leveraged for Smart DLP, retention, or other governance needs.	Sensitive and PII Content Classification	Advanced			Data Privacy and Protection (Voltage) Enterprise	Business		Enterprise Premium		Enterprise add-on: Advanced Governance
Automate scanning of content across different file types to label data and apply appropriate management policies.	OCR Scanning, Indexing, Labeling/Classification via Built-in & Custom Patterns	Advanced			CoreCapture			Enterprise Premium		Enterprise
Create classification rules using a Regular Expressions (Regex) or a visual, no-code builder. Test rule performance with built-in simulator.	Regex & Visual Builder with playground for Classification Rules	Advanced
Integrate OpenAI to support classification rule building based on natural language.	AI-powered Classification	Advanced				Intelligent Metadata Layer add-on	Hyland IDP
Digital Rights Management ⌃
Protect confidential files from unsolicited viewing with restricted viewing mode/container.	Secure Document Viewer/Container	Advanced		Enterprise				Enterprise Premium		Enterprise add-on: SafeEDIT
Utilize the Screenshot and Print Protection feature to prevent recipients from taking screenshots or printing sensitive data	Screenshot/Print Protection	Advanced		Enterprise						Enterprise add-on: SafeEDIT
Send files in-browser view-only without native client download	Protected Web-Based View-Only Access (Secure Web Viewer)	Advanced		Enterprise				Enterprise Premium		Enterprise add-on: SafeEDIT
Enforce data governance policies even after distribution; revoke file access or change permissions anytime.	Restrict & Revoke Access to Files After Distribution	Advanced	Microsoft Purview & Azure Rights Management	Enterprise						Enterprise add-on: SafeEDIT
Data Governance & Content Lifecycle Management ⌃
Manage metadata sets to meet industry terminology, set metadata extraction policies, and automate metadata tagging.	Metadata Management – Default/Custom Metadata sets, Extraction & Tagging							Enterprise Premium		Enterprise
Admins maintain control over default, custom, and built-in metadata sets.	Controlled Access to Metadata							Enterprise Premium		Enterprise
Search using simple keywords and complex Regular Expression (Regex), by file name or file content, inside files.	Content Search (Full-Text)							Enterprise Premium		Enterprise
Search for text in images and PDF files using Optical Character Recognition (OCR).	Content Search (OCR)	Advanced			CoreCapture			Enterprise Premium		Enterprise
Automate classification of uploaded content with metadata tags to streamline content management, strengthen governance, and improve productivity.	Smart Content Classification	Advanced		Enterprise	CoreCapture	Business		Enterprise Ultimate		Enterprise add-on: Advanced Governance
Set retention policies that automatically retain or archive files once certain critera are met to ease the burden of content management.	File Retention & Archival Policies	Advanced		Enterprise		AutoRecords add-on		Enterprise Premium
Automate the retention, archival, and/or deletion of content to comply with industry/government record-keeping requirements.	Content Lifecycle Management – Admin, Legal Hold, Retention, & Archival	Advanced		Enterprise	Information Governance	AutoRecords add-on		Enterprise Ultimate		Enterprise
Send documents for signature; tamper-proof, non-repudiation, and ID validation via encryption and digital certificates	e-Signature	- Signority integration	SharePoint eSignature		Core Signature	Team/ Business, eSignature add-on
Content Workflows ⌃
Build custom workflows to manage content without relying on IT help or coding expertise.	No-Code Workflow Builder			Enterprise		Ment add-on		Enterprise Ultimate		Enterprise
Manage all workflows from one centralized dashboard, share effective workflows with teams, and optimize business processes.	Workflow Manager (Update/Edit/Share Workflows)			Enterprise		Ment add-on	OnBase Studio	Enterprise Ultimate		Enterprise
Built-in user actions and notifications help guide content through a workflow, increasing efficiency and reducing context switching.	User Actions and Notifications					Ment add-on
Approval workflows are designed to facilitate the approval process and can be automated to improve efficiency.	Approval Workflows & Workflow Automation	Limited		Enterprise		Ment add-on		Enterprise Ultimate		Enterprise
Customization & Branding ⌃
Change the language of the platform to reflect the local language used by your teams to improve accessibility/ease-of-use.	Local Language Support – German, Dutch, French, Spanish, Italian, Arabic & Chinese
Use a mail server connected with your domain/URL to extend your digital brand and build rapport with clients, customers, and partners.	Custom Mail Server						OnBase Application Builder
Run your content collaboration platform under your business domain/URL to increase brand recognition.	Custom Domain						OnBase Application Builder
Reinforce your brand by applying your custom logo, colors, and background images to dashboards and login portals.	Custom Web Branding – Use Your Own Logo, Color & Background Images			Enterprise			OnBase Application Builder
Customize communications (Terms of Service/Policies) to reinforce connections with global clients and employees	Custom Communication, ToS, & Policies						OnBase Application Builder
Distribute FileCloud desktop client software to endpoint devices and ease configuration burdens.	Desktop Clients – MSI Installer and Mass Deployment Support							Enterprise Premium
Switch from the Gregorian (English) calendar format to Hijri format to update date and calendar display	Local Calendar Support (Gregorian/Hijri)
Key Integrations ⌃
Automatically upload large file attachments to FileCloud and share links through Outlook.	Microsoft Outlook Add-on			Outlook Plugin Add-on			Add-on	Enterprise Ultimate
Open, edit, and save files stored in FileCloud using Microsoft (Excel, Word, PowerPoint) and Google apps (Docs, Sheets, Slides).	Microsoft 365 & Google Workspace Integration			Enterprise	Public Cloud Deployment Only		Add-on	Enterprise Premium
Open, edit, and save files stored in FileCloud using OnlyOffice or Collabora via Open Document Format (odt, odp, ods, odg) or Office Open XML formats (docx, pptx, xlsx).	OnlyOffice/Collabora Integration							Add-on
Integrate WebDAV protocols, so users can create, change, and move documents on the server.	WebDAV Integration
Leverage FileCloud's developer-friendly APIs to integrate with third-party or custom applications.	Developer APIs
Enable in-platform delivery and receipt of SMS text messages (mainly for authentication/access authorization requests).	SMS Gateway Integration				Core Messaging					Enterprise
Integrate with Microsoft Active Directory (AD) or LDAP to synchronize user accounts and groups (supports single and multidomain AD).	Active Directory & LDAP Support				Directory Services (OTDS)					Enterprise
Use your favorite tools and apps with integration support.	Third Party Apps Integration									Enterprise
Integrate your McAfee CASB (Cloud Access Security Broker) services to cover policy enforcement and application across connected devices.	CASB Support – McAfee	Advanced
Integrate your Security Information and Event Management (SIEM) tools to monitor alerts and audit events in one place to ease security management.	Security Information and Event Management (SIEM) Integration	Advanced		Enterprise		Business		Enterprise Premium		Enterprise
Create a smooth bridge between file storage and secure sharing in Microsoft Teams via FileCloud share links.	Microsoft Teams Integration	Advanced					Add-on	Enterprise Ultimate
Hybrid Cloud, Site Replication & Data Redundancy ⌃
Connect your private and public clouds to create a hybrid solution and improve redundancy, access, and collaboration.	Server Sync – Sync/Backup Local File Server to Cloud	Advanced			Migrate
Create a main FileCloud site that is replicated across secondary sites to support disaster recovery, latency reduction, and ease of access.	ServerLink – Multi-Site Replication (Branch Office, Cloud to Local)	Available with Separate License
On-Premises & Cloud Storage Support ⌃
Integrate your network storage solutions like CIFS, SAMBA, and NFS to reduce migration costs and carry over network share permissions.	Network Share Integration (CIFS, SAMBA & NFS)									Enterprise
Use cloud connectors to integrate securely with on-prem or private cloud infrastructure.	Storage Connectors (Google Cloud, Azure, S3, EMC ECS, AWS, Wasabi, Alibaba, Digital Ocean+)									Enterprise
Make the home directory automatically available to users when they login via network share.	Smart Mount – Simplify Access to Network Shares									Enterprise
Integrate your network shares and NTFS permissions to streamline migration and ensure continuity of access across your user base.	Network Share Integration with NTFS Permissions									Enterprise
Deployment & Flexible Infrastruture ⌃
Maintain complete control over your data by hosting a private cloud on your IT infrastructure and behind your firewalls.	Full On-Premises									Enterprise
Manually host your own data on Windows or Linux servers to maintain control over your data.	Self-Hosted on Windows (Natively), Linux, & Docker			Enterprise						Enterprise
Self-host your data with cloud storage provided by IaaS (Infrastructure-as-a-Service) providers.	Self-Hosted on AWS, Azure, Alibaba, GovCloud & IaaS Providers									Enterprise
Integrate with your existing storage solution, including a Network File System (NFS), Common Internet File System (CIFS), or object storage service.	Bring Your Own Storage (NFS,CIFS & Object Storage)									Enterprise
Host your data on a secured network that is completely isolated from other networks for maximum security.	DoD NIPR, SIPR , Air-gapped & Dark-site Network	Advanced			Data Privacy and Protection (Voltage) Enterprise	Compliance Kit add-on	OnBase High Security Model	Enterprise Premium	CTERA Crypto Module add-on	Enterprise
Use pre-built FileCloud images to streamline deployment with your preferred IaaS provider.	Pre-Built Images in Cloud Marketplaces – AWS, Azure, Alibaba & Digital Ocean
Improve uptime, reduce latency, and support disaster recovery with HA architecture in FileCloud.	High Availability Architecture	Advanced		Enterprise				Enterprise Premium		Enterprise
Use the same FileCloud instance to run multiple sites: no latency, reduced file storage costs, and the ability to customize each site.	Multi-Tenant Setup	Service Provider								Enterprise
Allow FileCloud to host your site on a dedicated/isolated instance for private, secure cloud storage.	Dedicated, Single-Tenant Hosting (Private Cloud)	N/A				Team/ Business				Enterprise

FileCloud: A Modern Alternative to Hyland OnBase

Why Organizations Choose FileCloud Over Hyland

Secure Collaboration

Simple Deployment

Granular Control

Choosing the Right Solution for Enterprise Content Needs: Hyland OnBase vs FileCloud

Comprehensive File Management with Enterprise Security

Real-time Collaboration

Comprehensive Feature Comparison: Hyland OnBase vs FileCloud

For a comprehensive comparison of FileCloud vs. other vendors, check out our Competitive Comparison Table.

Key FileCloud Features for Enterprise File Management

Infrastructure Simplicity and Deployment Speed

Frequently Asked Questions (FAQs)

What is OnBase ECM?

Is OnBase a Document Management System?

Is OnBase hard to learn?

What is the difference between an EFSS and an ECM?

Why would an enterprise use an EFSS vs an ECM?

Is Hyland OnBase good for file sharing and collaboration?

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FileCloud: A Modern Alternative to Hyland OnBase

Why Organizations Choose FileCloud Over Hyland

Secure Collaboration

Simple Deployment

Granular Control

Choosing the Right Solution for Enterprise Content Needs: Hyland OnBase vs FileCloud

Comprehensive File Management with Enterprise Security

Real-time Collaboration

Comprehensive Feature Comparison: Hyland OnBase vs FileCloud

For a comprehensive comparison of FileCloud vs. other vendors, check out our Competitive Comparison Table.

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Key FileCloud Features for Enterprise File Management

Infrastructure Simplicity and Deployment Speed

Frequently Asked Questions (FAQs)

What is OnBase ECM?

Is OnBase a Document Management System?

Is OnBase hard to learn?

What is the difference between an EFSS and an ECM?

Why would an enterprise use an EFSS vs an ECM?

Is Hyland OnBase good for file sharing and collaboration?

FileCloud

Features

Partners

Use Cases

Industry Solutions

Resources

About

Support

Worldwide

FileCloud

Europe

FileCloud Technologies Limited

End Users

Administrators

Introduction

End Users

Administrators

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