All of your documents, automatically in order.
OnBase is first and foremost an industry-leading Document and Content Management platform, thanks to the following features.
The most capable and scalable Content Management system on the market.
Step 1: Capture
All the tools you need for any type of file, digital or physical.
Import documents directly from the applications your employees use:
- MS Office
- or any of your Core applications.
OnBase offers a suite of scanning functions, from single to batch, enabling you to easily scan hundreds of pages. You can also scan documents with your phone and add them from the mobile application.
The system automatically corrects the scans, ensuring that all documents are aligned and cleaned, uniformly.
When we say content,
we mean any kind of content.
It can be PDF, Docx, spreadsheets, videos, images, CAD files…anything!
For even more advanced capture, explore Brainware AI Capture.
Step 2: Indexing
Once the content is captured, OnBase will make the indexing process easy. OnBase will ensure that every document has the right meta-data to be easily searchable, retrievable, and related to all other affiliated files and data.
It offers multiple indexing methods:
It can automatically identify all document text and add it as a metadata field, making hundred-page long files searchable, across the company’s entire library of documents.
OnBase knows the type of metadata it requires for each document type (e.g: invoice), so all the employee does is show it where it can find the information in the document by clicking the text areas, and the corresponding metadata field.
Take Data from Core Systems
Sometimes, all OnBase needs is one field from the document, and then it can automatically populate all other metadata by using information from other systems. For instance, it identifies the supplier, and takes all necessary metadata from the company’s ERP, automatically.
Step 3: Order & Access
Once OnBase has the document with all the necessary metadata fields, it swiftly ensures that it is easy to find according to the company’s rules.
The result is that any employee with the necessary rights can easily find the document either by searching for its metadata, its text, using granular filters or through the automatically-maintained folder structure.
OnBase will automatically place the document in a hierarchical folder-structure according to predetermined company’s rules.
OnBase will automatically relate the document to all other affiliated documents (e.g: invoice to a contract), making it easy to go from one related document to the other.
OnBase will ensure that the document respects the company’s access rights depending on its type and metadata.
OnBase will, if needed, automatically place the new document on an approval flow before storing it, ensuring that it contains all of the necessary information.
Step 4: Intelligent Archiving
Any document type respects a set of archiving rules in OnBase which are guided by company policies and governmental regulations such as GDPR. Hence, the archive is intelligent, and compliant:
The right employees can be notified upon the approach of a document’s expiry, or when changes need to be made.
The system automatically deletes documents if compliance requires it.
The system can automatically irreversibly redact personal information from documents according to GDPR regulations.
The system can track the location of physical documents in the physical archive, and create tasks for the archivist when it comes to interacting with them.
The system can enable employees to allocate tasks to the archivist to retrieve and send the required physical documents if compliance requires it.
All documents respect strict access rights and have a clear set of policies and rights in accordance to applicable regulation.
Understand the Technology
Find out more about OnBase's security policies & the technology behind OnBase by downloading this e-Book.
Business Process Management & Automation
On top of all Document Management functionalities outlined above, OnBase enables the automation of processes.
Low-Code Application Builder
OnBase enables your IT team to configure content-enabled applications, using forms, data and web portals, to fulfill all kinds of diverse needs for any of your organization’s departments, without development, additional licenses or risks.
97% Yearly Customer
Gartner Leader for 13
Highest R&D Investment
in the Industry
Managing documents, automating processes, and scaling applications across: