Post updated July 31, 2025
FileCloud EFSS Offers Comprehensive File Management & Collaboration over Hyland OnBase ECM
When it comes to enterprise content management and secure file sharing, IT decision-makers often find themselves weighing options between record management systems like Hyland OnBase and comprehensive collaboration solutions like FileCloud. While both platforms serve enterprise needs, they take fundamentally different approaches to solving modern workplace challenges. As a Hyland OnBase alternative, FileCloud brings together records management, content collaboration. and workflow automation. Discover how Hyland and FileCloud solutions differ and what to consider when evaluating feature stacks.
Hyland OnBase vs FileCloud: Deployment
FileCloud offers flexible deployment options that adapt to an organization's needs. Whether cloud, on-premises, or hybrid, FileCloud provides robust feature sets and data control across all deployments. This flexibility means an enterprise won't be locked into a single deployment model as the business evolves.
Hyland OnBase, being a traditional enterprise content management system, typically requires significant on-premises infrastructure and IT resources for deployment and maintenance. While cloud options exist, the platform was fundamentally designed for on-premises environments, which can create challenges for organizations seeking agility.
The key difference? FileCloud's cloud-native architecture enables faster deployment and reduces the burden on IT teams, while OnBase often requires extensive planning and infrastructure investment upfront.
Hyland OnBase vs FileCloud: Security
Security isn't negotiable in today's threat landscape, and both platforms recognize this reality—but they approach it differently.
FileCloud implements CMVP validated FIPS 140-2 encryption and provides comprehensive security controls without sacrificing usability. The platform addresses the evolving cyber threat landscape with regular security updates and proactive measures.
Hyland OnBase offers enterprise-grade security features but may require additional configuration and expertise to implement effectively across all use cases. Security capabilities can vary depending on modules and deployment options.
The distinction lies in implementation: FileCloud delivers robust security out-of-the-box, while OnBase may require more hands-on security configuration and management.
FileCloud vs Hyland OnBase: Collaboration & Sharing
Modern work requires seamless collaboration across distributed teams, often with external partners and clients.
FileCloud offers Google Workspace and Microsoft 365 co-authoring capabilities with real-time collaboration built into the platform. Resumable uploads eliminate frustration with large files, and there are no arbitrary upload size limits to hinder productivity.
Hyland OnBase focuses primarily on internal document routing and approval processes. While collaboration features exist, they're typically designed around traditional workflow management rather than real-time collaboration needs.
FileCloud's approach prioritizes the collaborative needs of modern distributed teams, while OnBase excels in structured, process-driven document management.
FileCloud vs Hyland OnBase: Admin Capabilities
Managing users and permissions shouldn't require a dedicated team of specialists. FileCloud focuses on granular access controls and user/group management that IT administrators can configure intuitively. The platform emphasizes data visibility and governance without overwhelming complexity.
Hyland OnBase provides robust administrative capabilities but often requires specialized training and dedicated resources to manage effectively. The platform's comprehensive feature set can translate to complexity in day-to-day administration, particularly for organizations without deep OnBase expertise.
For IT teams looking to maintain control without complexity, FileCloud's approach to admin capabilities offers the governance you need with the simplicity you want.
Hyland OnBase vs FileCloud: Content Management
Content management needs vary significantly between organizations transitioning from paper-based processes and those managing digital-native workflows.
FileCloud provides a comprehensive Enterprise File Sync and Share (EFSS) solution with centralized data control. The platform focuses on modern content collaboration while maintaining enterprise governance standards. Furthermore, the platform's built-in eSignature and workflow automation help organizations embrace automation by empowering end users with accessible UI.
Hyland OnBase functions as a traditional Enterprise Content Management solution, excelling for organizations transitioning from paper to digital files. It's particularly strong in structured document management and complex workflow scenarios.
The choice often comes down to an organization's content management maturity and the related functional needs of the user base. OnBase can be deployed for traditional document management transformation, particularly to support automated records management and backend systems. For enterprises that need their users to be able to manage and collaborate on content, FileCloud offers a more effective, accessible content management solution.
FileCloud vs Hyland OnBase: Compliance/Governance
Compliance requirements continue to evolve, demanding solutions that can adapt quickly to new regulations.
FileCloud is a compliance-friendly EFSS solution, ensuring client control over data through a variety of interwoven features, settings, and tools. With a robust compliance library, an accessible knowledgebase, and active solution engineers, FileCloud offers configuration support to ensure FileCloud meets complex compliance requirements across a variety of regulations.
Taking compliance a step further, FileCloud also offers the Compliance Center. This built-in dashboard includes specific configurations for GDPR, HIPAA, NIST 800-171, ITAR, and KSA PDPL. By connecting the complex regulatory requirements with specific FileCloud settings and features, the Compliance Center supports admins in achieving and maintaining compliance in real time.
Hyland OnBase excels in records management and provides strong compliance capabilities, particularly for organizations with complex document retention and approval processes. However, these capabilities often come with configuration complexity and may require additional modules, complicating both total cost of ownership for the infrastructure and user experience for employees relying on the system.
For organizations seeking comprehensive compliance support without extensive configuration requirements, FileCloud's extensive compliance resources and integrated dashboards offers significant advantages.
Hyland OnBase vs FileCloud: Remote (Mobile) Access
Remote work capabilities can make or break productivity for distributed teams. This is one area where the differences between an EFSS and an ECM truly stand out.
FileCloud provides comprehensive remote access with full feature parity across devices. The platform recognizes that modern work happens everywhere, not just at traditional workstations. Even so, access must be managed and security protocols enforced. Administrators are empowered to monitor connected devices and take necessary action, including blocking user accounts and wiping devices in the event of a lost phone or suspicious activity.
Hyland OnBase offers mobile capabilities, but these are often focused on specific workflow tasks rather than comprehensive mobile productivity. The platform's traditional architecture can limit mobile functionality compared to cloud-native alternatives. End users might be able to review outputs from workflows, but there is much less support when it comes to collaborating with team members across remote sites or beyond the organization’s network boundary.
For organizations prioritizing mobile-first or remote-first work models, FileCloud's comprehensive mobile capabilities and security framework provide significant advantages.
FileCloud vs Hyland OnBase: Making the Right Choice
The decision between FileCloud vs Hyland OnBase ultimately depends on an organization's specific needs and priorities:
With FileCloud, an enterprise gains:
- Modern collaboration and file sharing capabilities.
- Flexible deployment options with cloud-native advantages.
- Integrated compliance and security without complexity.
- Strong mobile and remote access capabilities.
- A solution that scales with enterprise growth.
Ready to Experience the FileCloud Difference?
Rather than taking our word for it, experience how FileCloud can solve your content management and collaboration challenges firsthand. See why organizations choose FileCloud as their alternative to Hyland OnBase for modern, secure, and collaborative file management.
Start your free trial today or schedule a personalized demo to see how FileCloud can transform your organization's content management and collaboration capabilities.
Looking for more competitive insights? Check out our Competitor Series comparing FileCloud with leading enterprise solutions.
Product Marketing Manager