A practical OnBase alternative for document-heavy teams
Organizations that have run OnBase for years often reach a point where the platform is bigger than the problem: license and module costs keep growing, changes go through a partner or an internal specialist, and the team just wants documents captured, indexed, secured, and routed. DocuPro is built for exactly that scope — a configurable document management system that your own administrators can shape around your document types and processes, with a migration path for the archive you already have.
About OnBase.OnBase by Hyland is a widely deployed enterprise content management platform used by large organizations across insurance, healthcare, government, and financial services. Details below about OnBase are general and vary by edition, module, and licensing; confirm specifics with Hyland.
Why teams look for a OnBase alternative
DocuPro vs. OnBase: what to compare
| Criterion | DocuPro | OnBase |
|---|---|---|
| Configuration model | Document groups, types, index fields, lookups, permissions, security rules, and workflows are configured by your team through the application; scripting is available when a case calls for it, but routine change never requires it. | Configurable; larger implementations are commonly delivered with partner or professional-services involvement. Confirm what your team can change without a consultant. |
| Deployment | Cloud-hosted and managed for you; users sign in from Windows with Microsoft Entra ID single sign-on. Provisioning and deprovisioning stay in your Entra ID tenant. | Offered in cloud and/or self-hosted editions depending on product line. Confirm which edition includes the features you need. |
| Capture | Direct upload, GoDocuPro VPD print driver, Patch-T batch scanning, Outlook add-in, per-user import email, bulk import jobs with retry. | Capture options vary by module or add-on. Confirm which are included versus licensed separately. |
| Security | User groups, folder permissions, and index-based security rules applied consistently to search, queues, printing, and export. | Role- and folder-based security; metadata-driven rules may depend on edition. |
| Workflow | Linear workflows with stages, queues, custom tasks, rule-based / round-robin routing, Stage Manager, and SMTP notifications with conditions. | Workflow / process automation available; designer tooling and licensing vary by edition. |
| Viewer & page tools | Built-in viewer with annotations, stamps, signatures, manage/replace pages, separator & merge, version history with revert; original always retained. | Viewer and annotation capabilities vary by client (web vs. thick client) and edition. |
| Migration path | Bulk import jobs map existing OnBase metadata onto DocuPro index fields, run in parallel, and retry failed uploads. | — |
| Pricing | Request a demo for a quote based on your document types, users, and capture needs. | Obtain a full quote including any add-on modules and services so the comparison is like-for-like. |
Migrating from OnBase
Export documents and their keyword/index metadata from OnBase, map the fields onto your DocuPro document types and index fields, and run bulk import jobs tuned to your hardware. Jobs process in parallel, list any failed uploads, and retry them without starting over — repositories with millions of documents are the normal case, not the exception.
More on bulk import jobs →- Export documents and metadata from OnBase.
- Define DocuPro document groups, types, and index fields to receive them.
- Map source fields → DocuPro index / keyword fields.
- Run a pilot bulk import job; verify search, security rules, and viewer.
- Run the full job in parallel; review and retry any failed uploads.
- Cut users over with Entra ID SSO; keep OnBase read-only until verified.
Frequently asked questions
Can DocuPro import documents from OnBase?
Yes. Documents and their metadata are exported from OnBase, mapped onto DocuPro index and keyword fields, and loaded with bulk import jobs that run in parallel and retry failures.
Do we need a consultant to configure DocuPro?
No. Document groups, types, index fields, lookups, permissions, security rules, and workflows are configured through the application by your own administrators. We set up your first environment during the demo.
Does DocuPro support single sign-on?
Yes. Users authenticate with Microsoft Entra ID SSO, and user groups control what each role can do.
Is this page endorsed by Hyland?
No. OnBase is a trademark of Hyland Software, Inc., and Hyland has not reviewed or endorsed this comparison. The name is used only to identify the product being compared.