Is Your OnBase System Running Efficiently?
5 Signs You Need System Monitoring

Direct Answer: If your Hyland OnBase workflows keep failing, or users are frustrated, it may be time to implement proactive monitoring. OnBase system monitoring helps detect performance issues early, prevent downtime, and keep your platform running efficiently.

Your OnBase system is critical to business operations — but how do you know if it’s truly running at peak efficiency? Without proactive monitoring, performance issues can build up quietly until they cause downtime, missed deadlines, or frustrated users.

Here are five key signs your OnBase system may need monitoring and optimization.

1. Why Your OnBase System Is Slow — and How Monitoring Fixes It

Persistent system slowness is one of the most common complaints from users. Symptoms include:

• Long login times

• Documents taking too long to retrieve

• Sluggish navigation across screens

Likely causes: SQL database bottlenecks, overloaded application servers, or inefficient queries.

How monitoring helps: By tracking server response times and query health, IT teams can spot bottlenecks before users feel the impact. Proactive alerts can reduce downtime and keep performance consistent.

2. OnBase Workflow Failures and Delays

If workflows are stalling, failing to advance, or taking far too long, your business processes suffer. Think of invoice approvals, HR onboarding, or claims processing — delays in these areas quickly become costly.

Likely causes: Workflow queue backlogs, failed integrations, or misconfigured rules.

How monitoring helps: System monitoring alerts IT teams when workflows fail or queue times exceed thresholds, allowing quick fixes before critical business processes grind to a halt.

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3. How to Detect OnBase Server Resource Issues Early

Consistently high CPU or memory usage is a red flag that your OnBase servers are struggling.

Likely causes: More users than expected, rapid growth in document volume, or unoptimized resource-heavy processes like batch imports or OCR.

How monitoring helps: With resource usage dashboards and threshold alerts, IT can predict when to scale infrastructure before performance crashes.

4. First 90 Days Post-Implementation Checklist

Within the first 3 months after go-live:

1. Audit system performance and resolve configuration issues.
2. Hold at least one user feedback session.
3. Identify and prioritize 1–2 quick-win automation projects.
4. Schedule your first governance review.

4. Common OnBase Import Errors and How Monitoring Prevents Them

Errors in importing documents — from watched folders or integrated systems — often go unnoticed until users complain about missing files.

Likely causes: Failed processes, misconfigured connectors, or lack of storage space.

How monitoring helps: Automated alerts flag import failures immediately, giving IT a chance to fix the problem before critical data is lost or delayed.

5. How OnBase Performance Impacts User Adoption

The most telling sign of inefficiency is user frustration. If staff feel OnBase is slow, unreliable, or difficult to use, they often revert to paper or spreadsheets. This reduces ROI and undermines your investment.

How monitoring helps: By proactively fixing performance issues, IT teams restore confidence, improve adoption rates, and ensure OnBase delivers on its promise of efficiency.

Why Proactive OnBase Monitoring Matters

Instead of waiting for complaints or a full system outage, proactive monitoring provides:

• Early detection of performance bottlenecks

• Prevention of downtime through predictive alerts

• Improved compliance and security with log monitoring

• User satisfaction that drives adoption and ROI

DataBank helps organizations benchmark normal usage, detect anomalies, and set up alerting to avoid costly interruptions.

Conclusion: Keep Your OnBase System Running Smoothly

Your OnBase launch was just the beginning — keeping it running efficiently requires ongoing attention. By implementing proactive system monitoring, you can prevent downtime, improve user adoption, and protect critical business operations.

Contact us to schedule an OnBase Performance Audit and discover how proactive monitoring can safeguard your system.