If you use Hyland Onbase, you know its power as an Enterprise Content Management (ECM) platform. Hyland Onbase is a robust system primarily designed for “archive and retrieval.”
But in today’s modern, digital world, people expect more than basic keyword searches. They demand intelligent assistance.
This is where integrating advanced AI-powered solutions into OnBase can transform your content management workflow.
By bridging the gap between traditional ECM and modern artificial intelligence, solutions like Grooper offer a powerful new way to interact with the vast amount of data stored in your Onbase environment, or any ECM solution.
The Limits of Traditional Onbase Search
While Onbase excels at document retrieval using index fields (keywords), it was not built with modern AI in mind. You’re probably familiar with these problems / limits, like:
Keyword Dependency: This is a big problem. Users must know exactly what they are looking for and rely on simple Boolean logic across a limited number of fields.
For example, if someone misspells something in a search (such as a vendor name on an invoice) OnBase will probably fail to find the correct documents. The search is based on precise string matching against the limited index fields, not contextual understanding or fuzzy logic, forcing users to be highly precise.
No Natural Language: OnBase cannot be prompted with questions like a human would ask, such as “find me all candidates with five years of accounting experience“.
Challenges with Different Fonts and Scan Quality: Full-text search is often limited by image quality and font, and it can’t handle complex conditional or proximity logic.
This means that low-quality scans or those containing different fonts, or even handwriting, may not be captured into OnBase correctly. This stops those documents from appearing in search results even if that data exists in OnBase. The system relies on clean, machine-readable text and struggles with “dirty” scans.
No Hyland AI Capabilities: The core system lacks the deep learning necessary for true conceptual and inferential searching.
For Onbase users, this means it can’t understand the meaning of the data or make logical leaps about the data.
So this platform can’t, for example, analyze a candidate’s resume and infer their years of experience. It also can’t find documents related to a similar topic you wanted information on as it doesn’t understand synonyms or related concepts.
This severely limits OnBase’s ability to answer complex, human-style questions.
Introducing Hyland AI Search: The Grooper Solution
Integrating a solution like Grooper gives you automation and enhanced intelligence. By connecting Grooper to your Hyland Onbase repository, you get a next-generation search experience that is fundamentally different from native Onbase search. The documents can be linked to the data that is stored in OnBase, or copies can be created inside of Grooper for searching.
Here are several of the many benefits of using Grooper’s AI to boost search in OnBase:
One Place for Unified, Comprehensive Search
You don’t have to choose between searching in metadata fields or full-text. The Hyland AI layer provides a single search box that looks at everything. This includes your indexed metadata, vendor names, invoice numbers, and complete document text.
It takes your natural language query and converts it into the necessary complex syntax (like Lucene or OData) behind the scenes.
Complex Searches Are No Problem
The power of AI truly shines when tackling searches that would be impossible in traditional Onbase.
- Complex Logic: This AI solution with Grooper can search for very specific things, such as: “Find all documents where the ship-to address contains one of these four zip codes, and the total amount is greater than $100,000.”
- Search Dirty Document Scans and Handwriting: Find and get data from “dirty, ugly documents,” including cursive handwriting and regular print handwriting.
- Search by Concept (The Baseball Card Example): A compelling use case is concept search. Imagine you have a document or a database of items (like a baseball card collection).
You can search for the concept of a “major league baseball team nickname,” and the AI will recognize every common nickname, even if the nickname itself isn’t explicitly tagged as a keyword.
In an everyday work example, you can find documents in OnBase by searching for ‘Receipt from vendor on West Coast”.
Get Smarter Answers with Much Less Work
A crucial feature of Hyland AI is its ability to use Large Language Models (LLMs) to infer information, powered by Grooper.
What’s an example of this feature? Let’s say you need information about a candidate’s work history.
By looking at all resume documents, the LLM can analyze the text, determine the start and end dates of employment, and accurately report the total number of years of experience. It can deliver that information even if that number is not written out explicitly on the document.
Get Full Value of Your OnBase Environment with AI
The integration of intelligent solutions brings true AI to your ECM environment, delivering a new level of value for your content.
By automatically collecting and indexing every piece of data (from a ship-to address on an invoice to a specific skill on a resume) you move beyond simple ‘archive and retrieve’ to a dynamic, natural language search assistant.
Make your team more efficient through modern document processes, drive better business outcomes, and maximize the investment in your Hyland Onbase platform. Leverage AI through Grooper – contact us today!
Get Immediate Results: Unleash True AI in Hyland Onbase
Frustrated by relying on exact keywords in your Hyland platform, or not finding data that you know is there? The traditional system lacks the ability to find documents from poor-quality scans, handwriting, and can’t answer questions using natural language.
Hosted by data capture experts, watch this demo video to see how to instantly upgrade Onbase with AI to get far more intelligent search results for:
- Faster business processes
- Better data-driven decisions
- More valuable automated processes
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