OnBase to SharePoint Online Migration

Move from Hyland OnBase to SharePoint Online and Microsoft 365, reducing licensing costs while gaining modern collaboration, AI capabilities, and seamless Office integration, while preserving your document workflows and compliance requirements

Source

  • Hyland OnBase, legacy and modern versions
  • OnBase Enterprise Platform
  • OnBase Unity Client
  • OnBase Web Client

Target

  • SharePoint Online
  • Microsoft Teams
  • OneDrive for Business
  • Microsoft 365 with Copilot
Export-only option: Archive OnBase content for regulatory retention without active migration 

Common challenges

  • Converting OnBase document types and keyword sets to SharePoint content types and metadata 
  • Migrating OnBase content used in workflows with complex routing and business logic
  • Mapping AutoFill keywords to SharePoint column automation or calculated fields 
  • Translating retention schedules and disposition rules to SharePoint retention policies 

  • Ensuring the redirection of links pointing to archived content
Professionals working on a complex OnBase to SharePoint Online migration challenges
IT professional managing large-scale enterprise content system migrations
  • Handling OnBase annotations, stamps, and redactions on scanned documents 
  • Migrating Unity Forms and WorkView application data with associated documents 
  • Restructuring keyword-based organization into SharePoint's library and folder model 
  • Reconfiguring integrations with ERP, HR, and other line-of-business systems 

How Xillio Addresses This 

Pre-migration content analysis with Xillio Insights

Pre-migration content analysis with Xillio Insights

We analyze your OnBase environment to inventory document types, assess keyword set usage, evaluate workflow complexity, and identify integration dependencies. This reveals content volumes, indexing patterns, and opportunities to optimize your SharePoint architecture before migration. 

OnBase Migration Expertise

Our Hyland OnBase connector, refined through years of enterprise migrations, understands document type configurations, keyword indexing, and Unity Client data structures. We've helped organizations across healthcare, government, and finance transition from OnBase to SharePoint while maintaining operational continuity. 

Document Type to Content Type Mapping

We design comprehensive mappings from OnBase document types and keyword sets to SharePoint content types, site columns, and managed metadata taxonomies. Our migration accelerators provide proven patterns for common OnBase configurations, reducing design time and migration risk. 

Workflow Recreation Planning

We document OnBase workflows with detailed specifications, including routing logic, approval chains, and integration points, providing blueprints for Power Automate recreation that maintains business process continuity. 

Retention Policy Translation

We map OnBase retention schedules and disposition rules to SharePoint retention policies and Microsoft 365 compliance features, ensuring regulatory requirements remain met throughout and after migration. 

Enterprise Migration Track Record

With 20+ years serving healthcare, financial services, government, and enterprise organizations, Xillio has delivered OnBase migrations that balance cost reduction with operational continuity. Our proven methodologies and connector expertise ensure your transition to Microsoft 365 is smooth and risk-managed. 

Xillio is trusted by companies worldwide:

OnBase to SharePoint Online in Practice

A global professional organization successfully transitioned from Hyland OnBase to SharePoint Online with Xillio, improving access to documents and control over governed data.

Global Professional Accountancy Company Migrates from Hyland OnBase to SharePoint Online
Global Professional Accountancy Company Migrates from Hyland OnBase to SharePoint Online

Global Professional Accountancy Company Migrates from Hyland OnBase to SharePoint Online

What can make these migrations complex?

Content Model Translation

Hyland OnBase's keyword-based indexing and workflow-centric architecture differ fundamentally from SharePoint's metadata and library model. OnBase organizes content by document types with keyword sets rather than folders, requiring thoughtful translation to SharePoint content types and managed metadata for optimal usability. 

Workflow & Integration Recreation

OnBase's powerful workflow engine, with sophisticated routing rules, approval chains, and business logic, represents critical processes that must be recreated in Power Automate. These workflows often integrate tightly with line-of-business applications through OnBase APIs and custom scripts that need reconfiguration for SharePoint. 

Keywords, Retention & Compliance Mapping

The platform's AutoFill keyword sets, where values populate automatically based on database lookups or other keywords, require mapping to SharePoint column defaults, calculated fields, or Power Automate flows. OnBase's record retention and disposition schedules must translate to SharePoint retention policies and labels while maintaining compliance requirements. 

Document Type Architecture Decisions

OnBase installations typically contain multiple document types serving different business functions—invoices, contracts, HR records, scanned correspondence—each with unique keyword sets, retention rules, and workflow requirements. Organizations must decide how to structure these in SharePoint: separate sites, multiple libraries with content types, or consolidated architectures with views and filters. 

Annotations & Application Dependencies

Scanned documents in OnBase often include annotations, stamps, and redactions applied within the OnBase viewer that must be preserved or converted to PDF annotations during migration. Integration with OnBase Workflow, Unity Forms, and WorkView applications adds complexity requiring careful analysis and recreation planning. 

FAQ

Can you migrate OnBase document types and keywords to SharePoint? 
Yes. We map OnBase document types and keyword sets to SharePoint content types and site columns, preserving the document classification and searchability your business processes depend on. 
What happens to OnBase workflows in SharePoint?
We document existing OnBase workflows with detailed routing logic and business rules, then provide specifications for recreating equivalent processes in Power Automate, maintaining approval chains and integration points.
How do you handle AutoFill keywords in SharePoint?
We map AutoFill keyword logic to SharePoint column defaults, calculated fields, or Power Automate flows depending on complexity, maintaining automatic value population where possible. 
Can you preserve OnBase annotations and stamps on documents?
Yes. We can convert OnBase viewer annotations, stamps, and redactions to PDF annotations or maintain them as separate metadata depending on your requirements and compliance needs. 
Can this migration be executed in phases?
Yes. We support phased migrations by document type, department, or business function, allowing OnBase to remain operational for critical processes while you transition incrementally to SharePoint. 
Do you support export-only migrations for archival purposes? 
Yes. If you're decommissioning OnBase but need to retain documents for regulatory compliance, we can export content with complete keyword data, retention metadata, and audit trails to long-term archival storage. 

Ready to reduce OnBase costs while modernizing content management?

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