Hyland OnBase to M-Files Migration

Moving from Hyland OnBase to the M-Files Platform? You’re transitioning from a document-centric ECM to a metadata-driven platform. We deliver structured migrations that preserve data integrity and improve how information is organized, accessed, and governed. 

Source

Hyland OnBase (on-premise)

Target

M-Files Platform

Export-only option available

Typical challenges

  • Metadata transformation: Hyland OnBase keyword values and document types must be mapped to M-Files object types, classes, and property definitions 

  • Information model shift: Hyland OnBase folder/cabinet structures must be transformed into M-Files’ location-independent, metadata-based organization 

  • Metadata quality gaps: M-Files relies heavily on structured, consistent metadata, often requiring normalization and enrichment during migration 

  • Workflow logic: Hyland OnBase workflows (Unity, WorkView, lifecycle states) must be redesigned using M-Files workflows and state transitions  

Migration experts analyzing OnBase metadata and retention rules
Expert planning Hyland OnBase to M-Files migration

  • Retention and compliance: Hyland OnBase retention schedules must be translated into M-Files lifecycle policies and metadata-driven rules

  • Security model differences: Hyland OnBase ACL-based security must be aligned with M-Files’ dynamic, metadata-driven permission model

  • Version history migration: Preserving full audit trails, including versions and history, in M-Files’ version-controlled environment 

  • Access continuity: Ensuring uninterrupted access to both active and archived content during migration 

What Can Make This Migration Complex

Hyland OnBase and M-Files manage information very differently. Hyland OnBase relies on document types, keywords, and folder structures, while M-Files organizes content dynamically based on metadata. This makes migration more than a transfer; it requires reclassifying your information, as without accurate metadata mapping and enrichment, content can become harder to find and use. 

How Xillio Addresses This 

Pre-migration content analysis

We assess your Hyland OnBase environment, including document types, keyword structures, workflows, retention rules, and integrations. 

Controlled transformations

Our migration solution maps Hyland OnBase content into M-Files’ metadata-driven model, ensuring consistency, relationships, and governance are preserved. 

Metadata enrichment and optimization

We enhance metadata quality during migration to fully leverage M-Files capabilities such as intelligent search, automatic classification, and workflow automation. 

Workflow and lifecycle redesign

We help translate Hyland OnBase workflows into M-Files workflows and lifecycle states, ensuring business processes continue seamlessly. 

Validation, reporting, and repeatability

Every migrated object is validated. You receive full transparency on metadata, structure, and content changes.  

Proven enterprise migration framework

Our methodology is built on hundreds of enterprise migrations, ensuring scalable, auditable, and secure delivery.  

Proven at Scale

Xillio has delivered hundreds of enterprise migrations. Our customers include global organizations that depend on accurate, compliant content transfers.

Xillio is trusted by companies worldwide:

FAQ

Can you migrate permissions from Hyland OnBase to M-Files?

 Yes. We map Hyland OnBase security models to M-Files’ metadata-driven permissions, ensuring proper access control. 

What happens to metadata and versions?

 All metadata, version history, and audit trails are preserved and transformed to fit the M-Files structure.  

Can this migration be executed in phases?

 Yes. We support phased migrations to minimize operational disruption.  

Do you support export-only migrations?

Yes. Content can be extracted from Hyland OnBase in a structured, reusable format. 

How do you validate migration results?

 Through automated validation, reconciliation reporting, and audit logs.  

What happens to Hyland OnBase workflows in M-Files?

 They are analyzed and redesigned using M-Files workflows, ensuring continuity and optimization.  

Ready to Start?

Let’s discuss your Hyland OnBase to M-Files migration

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