One of the first things new Xerox multifunction printer owners notice is just how customizable their device is. It works straight out of the box for printing, copying, scanning, and faxing, but the real power of these devices becomes readily apparent after tailoring its features to fit your specific needs.
Nearly every function and feature of a modern Xerox MFP can be customized, from personalized shortcuts to workflow automation. Of course, the way you and your team log in to—or authenticate yourselves to—the device can be customized too.
In this entry of the Smart Document Solutions blog, we’ll take a quick look at some of the most commonly used authentication methods. Then, we’ll give you some pointers on how to choose the one that’s best for your team.
Examining Xerox MFP Authentication Methods: From Passwords to Cards
Xerox MFPs offer several different kinds of authentication methods. The most common option is username and password authentication, which is easy to set up and familiar to most people, though it may slow down workflow in high-traffic offices since your team will have to type in their credentials at the display screen each time they access the printer.
For faster authentication, many organizations opt for card-based authentication using a proximity card, smart card, or badge. Instead of typing, they just have to present a card at the printer. This authentication method requires additional hardware in the form of a card reader.
Another popular method is cloud-based authentication through Xerox Workplace Cloud, which allows your team to use their smartphones to log in by scanning an NFC or QR code. As a quick aside, it’s worth noting that Workplace Cloud can also support other authentication methods, not just smartphone-based ones.
Typically, these are the authentication methods most offices will use. Username/password authentication, card-based authentication, or smartphone-based authentication.
How to Choose the Right Authentication Method for Your Team: Balancing Convenience and Security
The best authentication method for your team is the one that:
- maintains efficiency…
- …without compromising security.
In other words, it should be easy for for your staff to access the printer, while making sure that unauthorized individuals can’t use it or access any sensitive data.
For some industries, regulatory compliance takes precedence over convenience, making strict authentication protocols a necessity rather than an option. In some ways, the choice is easier here—you must use the method that complies with the regulations you have to follow (which is often two-factor, such as a smart card followed by a PIN code).
Discover Even More Ways You Can Customize, Secure, and Optimize Your Xerox MFP
As you can see, there are many different ways to keep your Xerox MFP secure without sacrificing efficiency in your workplace. Actually, there’s another authentication method that we didn’t mention above—it’s a convenient way to authenticate users to the various Xerox connector apps you may have installed on your machine, such as Xerox Connect for Exchange Online. We discuss this method in detail in our post Faster App Logins? Yes Please! Here’s How Xerox App Mobile Login Works.
If you’d like to learn more about Xerox’s authentication solutions or anything else relating to introducing modern Xerox technology to your workplace, we’d love to help. Please contact us today or request a free online quote to get started.
