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Xerox® Workplace Suite

On-premise, server-based print management and mobile access for your printer fleet, with benchmark security, convenience and usage insights you need to unleash productivity and reduce costs.


Xerox® Workplace Suite is a print management server that delivers authentication, cost control, content security and mobility workflows. Designed for installation on a server for a private, secure on-site deployment, the flexible modular approach allows you to license the features that fit your business needs, regardless of the number of devices you have.

Xerox® Workplace Solutions

Our comprehensive print management solution helps connect your team’s technology seamlessly—while providing the security, access control and usage tracking that organisations need. Xerox Workplace Solutions offers the choice of two hosting options.

  • Your Server, On Your Site: Xerox® Workplace Suite provides on-site server-based print management and mobile access to your fleet of printers.

  • Simple Setup, Cloud Administration: Xerox® Workplace Cloud, hosted in Microsoft Azure, provides the additional benefit of a wider range of mobile workflows, making it easier to print from any device from any network.

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Key Features

Authentication and Access Control

Authentication options are compatible with a wide range of industry-standard secure readers and cards. Chose card, cardless, or even mobile device-based authentication using NFC, the Xerox® Print Portal App and a QR code to unlock devices. Use essential print rules to take control of costs and restrict access to devices/features at the user/group level.

Single sign-on (SSO) capability to any SSO enabled service on your printer — such as cloud connector apps and more. Conveniently authenticate at the printer once with your card badge, mobile device or credentials and then securely access all your MFP SSO-enabled apps without having to perform any additional time consuming log-in steps.

Content Security

Our content security feature safeguards against data or intellectual property loss by searching all documents copied, scanned, or printed through a licensed MFP for specific user-defined terms or text strings (e.g., confidential, internal use only, etc.). If a match is found, an alert — along with job details and content — will be sent to an administrator for follow up.

Mobile Printing

Make printing from mobile devices flexible and easy. Send print jobs from Windows OS devices, Google Chromebooks, Mac OS, Linux, and mobile app printing for iOS, Android and Windows Surface tablets. With a traditional pull printing workflow, send jobs to a single queue for release and retrieve when ready. See all Xerox Mobile Printing Solutions

Accounting, Reporting, and Rules

Administrators can set access control and print rules, and closely monitor printing across the organisation with consolidated fleet reporting and accounting capabilities. Xerox Workplace Suite as a print management server integrates with Network Accounting.

Xerox® Workplace Solutions YouTube Video

Xerox® Workplace Solutions

  • Xerox® Workplace Solutions YouTube Video

    Xerox® Workplace Solutions

  • Xerox® Workplace Solutions: SSO YouTube Video

    Xerox® Workplace Solutions: SSO

  • Xerox® Workplace Solutions: Print Management YouTube Video

    Xerox® Workplace Solutions: Print Management

  • Xerox® Workplace Solutions: Content Security YouTube Video

    Xerox® Workplace Solutions: Content Security

Your Challenges

Managing an ever-demanding workforce has plenty of headaches to deal with, and sometimes printer and document security is low on the priority list.

As printers and multifunction printers become smarter and better connected to the systems your business uses, you need an easier, low touch way of bringing this under control. You need a simple, yet effective way to allow authorised users to access only the systems they have permissions to, while monitoring and preventing sensitive data from being copied, printed or even scanned outside of your network.

Key Challenges


  • How do you control and track which users can copy, print, or even scan documents outside of your network?

  • How do you monitor critical documents and document content to prevent data breaches?

  • How can you step up security without introducing difficult, time consuming steps to log in to your printer and MFP apps?

Print Management — Cost Control

  • How do you ensure sensitive documents aren’t printed to the output tray of your shared printer for other users to view?

  • You will want to keep on top of your printing costs by running simple reports across your printers to identify where your users are printing to and where your high usage costs lie.

  • Once you understand printer usage, you may want to put print rules in place to ensure your users are following your print guidelines.


  • As your business is moving toward a more mobile workforce, you need to make sure they remain productive on the go and can print customer facing documents wherever they are.

  • Companies need solutions that are both user and IT friendly. This includes the ability to print from various brands of mobile devices to various brands of printers.

  • How do you avoid difficulties in enabling guest, clients or mobile staff to enable print at your office locations?

  • How do you effectively manage the printing needs of your workforce with mixed mobile devices across multiple print vendors, ensuring a consistent seamless experience?

How Xerox Can Help

Why Choose Xerox?

Our award winning, on-premise print management server offers an effective, modular and flexible approach to in-house document security. Add capability as you need it while keeping it contained within your own network.

Security challenges addressed by:

  • Authentication to control secure access to the printer and your networked systems, using a wide range of authentication methods including card ID and mobile device authentication.

  • A simplified secure single sign-on (SSO) experience to access your back end systems while avoiding time consuming log in steps.

  • Security to track specific document content to raise alerts if specified content or documents are being copied, printed or scanned.

Print Management and Cost Control challenges addressed by:

  • Our Pull printing feature allows jobs to be printed only when needed, when the user authenticates at the printer. Supporting both Xerox and non-Xerox printers alike.

  • Our seamless integration with ConnectKey user screens allow job settings to be changed, deleted or edited before printing — saving on costly wasted prints.

Mobility challenges addressed by:

  • A mobile print solution that allows users to readily find and connect to printers with our mobile app. You can view all jobs from your mobile device, unlock the printer and submit direct prints, or even upload jobs for printing at a later stage. Or you can simply e-mail your job to submit your prints.

  • Faithfully and accurately convert your Microsoft documents without the concern of loss of image, data or formatting.

The Xerox IT Advantage

  • No need to manage unique drivers for every printer in your organisation. Print to a single queue and release your job from any connected printer.

  • No more concerns about managing an array of different mobile devices and handsets. Our Mobile App gives a seamless experience across all handsets.

  • Low IT footprint, with a server light option. Reduce network traffic by pulling the job directly from the user PC client software, once authenticated at the printer.

  • The Xerox Workplace Suite with flexible licensing is easy to install and manage.

Related Solutions

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Xerox® Workplace Solutions

Xerox® Workplace Solutions help ensure your print devices are connected, conveniently accessed and secure regardless of manufacturer with affordable print management solutions.

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Xerox® Workplace Cloud

Our easy-to-use, IT-friendly Xerox Workplace Cloud frees you up from security risks while offering convenience, usage insights and dashboard-based monitoring and control of your entire printer fleet.

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Chromebook Printing

Easy printing from your Chromebook to your Xerox printer.

Compatible Products

Xerox® Workplace Cloud and Xerox® Workplace Suite are compatible with nearly all Xerox and other brand printers and multifunction devices, using Xerox® Global Print Driver technology.

Enhanced capability is found with Xerox® VersaLink®, AltaLink® and ConnectKey®-enabled devices. The following printers support the Enhanced Mobile Capability.