Is Xerox Workplace Cloud Right for Your Business?

Submitted by Keith Metzler on Fri, 18 Apr 2025 - 18:42

A group of office workers working together with laptops

More than half of IT professionals say managing print infrastructure is one of their top frustrations, especially in today’s hybrid work environment. Between security, setup, mobility, and cost control, print management can feel like a game of whack-a-mole. Solve one problem, and another pops up.

At Strategic Technology Partners of Texas, we’ve been partnering with Xerox for nearly 40 years. We know the ins and outs of their solutions and how they stack up in real-world business settings. Our job is to take the guesswork out of print management and help you find what actually works.

If you’re trying to figure out whether Xerox Workplace Cloud is worth it, this article breaks it down clearly. We’ll cover what it is, what it does, and who it’s best for.

What Is Xerox Workplace Cloud?

In plain terms, Xerox Workplace Cloud is a cloud-based platform that helps you manage who prints, what they print, and how they print it. All without needing a lot of IT resources or on-site infrastructure.

It’s part of the Xerox Workplace Solutions family. It’s designed for businesses that want flexibility, stronger security, mobile-friendly printing, and detailed control without the headache of manually managing servers or drivers.

If your business has remote workers, multiple locations, limited IT staff, or just wants to keep things simple and secure, this is built for you.

Key Features That Actually Matter

1. Authentication and Access Control

Avoid worrying about who’s using your printers and what they’re doing on them. With Xerox Workplace Cloud, users must authenticate before they can print, scan, or copy. You can use card readers, mobile devices, or even QR codes to unlock devices.

You also get Single Sign-On (SSO)—which means users only log in once at the printer to access all their approved Xerox App Gallery apps. No more wasting time fumbling with logins.

Want to control access by user or department? Set print rules to restrict color printing, limit copy access, or only allow certain features based on user role.

2. Mobile Printing

More employees are working from different locations and using multiple devices. This platform supports printing from Windows, Mac, iOS, Android, Chrome OS, and even Linux—whether users are in the office, at home, or on the go.

Users can send print jobs to a single queue and pick them up whenever they’re ready, no matter which printer they’re near. It works with Xerox and non-Xerox printers, making it easier for mixed fleets.

Even guests or temporary users can print by email without needing to install anything.

3. Accounting and Reporting

Get real visibility into what’s happening across your print environment. See who’s printing the most, what it’s costing, and where your budget is leaking.

With the built-in dashboard and reporting tools, you can:

Track usage by department or user
Set quotas or restrictions
Create custom rules to cut down on waste
Assign print costs to projects for chargebacks

Xerox Workplace Cloud even tracks print jobs sent from home if users are working remotely on company laptops.

Save Time with Print Queue Conductor

Here’s one of the biggest pain points Xerox Workplace Cloud solves: printer driver setup.

Normally, when someone moves locations or uses a new printer, IT has to install or configure the right driver. It’s time-consuming and annoying.

Print Queue Conductor eliminates that. It:

Automatically deploys the right drivers based on location
Supports all printer brands (not just Xerox)
Pushes preferred settings like black-and-white or duplex printing
Helps reduce IT help desk calls
Makes sure users are always ready to print without delays

It’s like having a smart assistant that takes care of all the behind-the-scenes print setup—so users (and your IT team) can focus on real work.

How Does It Compare to On-Premise Solutions?

Xerox also offers Workplace Suite, which is hosted on your own server. It’s a solid option if you need everything in-house. But for most businesses today, Workplace Cloud offers way more flexibility:

If your business is moving to cloud-based tools like Microsoft 365, it makes even more sense to choose a cloud print platform that scales with you.

Better Together: Xerox Workplace Cloud + Microsoft Universal Print

If you’re already using Microsoft 365, Universal Print helps you ditch old-school print servers and connect users to printers in the cloud. It’s a great start.

But Universal Print is mainly focused on Windows devices. It doesn’t cover all operating systems, advanced analytics, or deeper security features.

That’s where Xerox Workplace Cloud steps in as the perfect complement.

You get:

Cloud printing from Mac, Chrome OS, iOS, Android
Secure job release (Pull Printing)
Card and mobile authentication
Detailed reporting and cost tracking
Integration with Azure Active Directory for rules and user management

And it all works smoothly together to create a full-featured, secure print ecosystem without heavy IT lift.

Who Is Xerox Workplace Cloud Right For?

You’ll benefit the most from this platform if you:

Have remote or hybrid employees
Manage multiple office locations or networks
Want to eliminate print servers and reduce IT overhead
Need secure printing and access control
Want better visibility into print usage and costs
Are tired of helping users install the right drivers

In short, it’s ideal for businesses that need print flexibility without the IT burden. Whether you’re a small team scaling up or a large org with complex print needs, Xerox Workplace Cloud keeps it simple, smart, and secure.

See If Xerox Workplace Cloud Is Right for You

Printers shouldn’t be a pain to manage. Xerox Workplace Cloud takes the hassle out of setup, boosts security, supports modern work habits, and gives you control over costs.

And with Strategic Technology Partners of Texas as your guide, you’ll get the experience and support to implement it the right way—from day one.

Want help figuring out if Xerox Workplace Cloud is the right fit for your business? Let’s talk

If you’re interested in learning more about how Xerox Workplace Cloud can support your business, or want to explore whether it’s the right fit for your environment, contact us today. We’ll help you assess your current setup, answer your questions, and show you what’s possible.