Xerox Workplace Solutions

Publish date: 02.06.25

In today’s digital-first world, businesses face increasing demands for secure, flexible, and efficient document workflows. Whether managing a hybrid workforce or seeking better control over printing costs, the need for a reliable print management solution is universal. That’s where Xerox Workplace Solutions steps in.

What are Xerox Workplace Solutions?

Xerox® Workplace Solutions are award-winning job management and mobility solutions designed to tackle the real-world challenges organisations face.

They’re a complete software platform for authentication, print management, cost control, content security, and mobility. The solutions are compatible with any brand of printer and allows you to purchase only the features you need—helping you build a solution that fits your business, infrastructure, and budget.

Xerox Workplace Solutions consists of two flexible deployment models to suit different business needs:
• Xerox Workplace Suite – an on-premise solution, ideal for organisations needing direct control over their print data and infrastructure.
• Xerox Workplace Cloud – a cloud-hosted alternative for businesses seeking scalability, remote access, and minimal IT maintenance.

Industry Recognition: Xerox has once again been recognised by Keypoint Intelligence, receiving the Buyers Lab (BLI) 2025 Smart Workplace Solutions Line of the Year Award—a testament to the strength, innovation, and reliability of the Xerox Workplace Suite and Cloud offerings.

Key Features of Xerox Workplace Solutions

• Secure Print Release: Users authenticate at the device to release print jobs, reducing the risk of sensitive documents being left unattended.
• Authentication Flexibility: Supports various methods including card-based, mobile device, or user credentials.
• Print Rules and Reporting: Set policies such as duplex printing, colour restrictions, or page limits. Gain insights with detailed reports on usage and costs.
• Mobile and BYOD Printing: Employees can print from smartphones, tablets, and laptops—enhancing productivity across devices.
• Print Roaming: Retrieve print jobs from any connected device within the network.
• Content Security: Configure alerts for sensitive keywords to help prevent data breaches.

How Xerox Workplace Suite Can Help Your Business

1. Enhanced Security – Prevent unauthorised access to documents and reduce risks associated with unsecured printers.
2. Cost Reduction – Control print volumes, enforce quotas, and restrict colour printing to reduce unnecessary expenses.
3. Improved Mobility – Supports hybrid and remote workforces with secure mobile and guest printing.
4. User Accountability – Audit trails and tracking provide visibility into who prints what and when.
5. Simplified IT Management – Centralised administration reduces time spent on configuration and troubleshooting.

Modular by Design: Choose What You Need

One of the key strengths of Xerox Workplace Solutions is its modular architecture. You’re not locked into a fixed package—simply choose the features that align with your business needs, whether that’s secure print release, content monitoring, or advanced reporting.

Xerox Workplace Suite vs. Xerox Workplace Cloud: What’s the Difference?

Real World Success

One organisation successfully transitioned from Xerox Workplace Suite to the Cloud version of the solution after experiencing strong results with the original on-premise implementation. This shift supported their move toward a Zero Trust infrastructure. All print devices now operate on a separate VLAN, eliminating the need for an on-site print server. Despite this, guest printing remains seamless—external users can print using just a mobile data connection or hotspot. Advanced reporting capabilities have also been a significant advantage, particularly in support of sustainability goals by identifying and reducing unnecessary print waste.

Another enterprise rolled out the cloud-based platform across its offices in EMEA and North America, while leveraging direct print in the APAC region. The deployment required no additional hardware beyond the print devices themselves in EMEA and North America, with secure pull printing enabled at all locations. The organisation particularly valued the robust reporting tools, as well as the flexibility to combine cloud services with direct print options in different regions.

Final Thoughts

Xerox Workplace Solutions are more than just print management tools—they offer a flexible, future-ready platform built to meet the evolving needs of modern businesses. With your choice of on-premise or cloud deployment, modular licensing, and compatibility with any printer brand, they empower organisations to secure their documents, cut costs, improve productivity, and adapt to change.

Backed by continued industry recognition—including the BLI 2025 Smart Workplace Solutions Line of the Year Award—you can trust Xerox to deliver a reliable, best-in-class solution.