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Intuit

Set up folder and Windows access permissions to share company files

Every version of QuickBooks has a corresponding component that needs to be updated for QuickBooks to function in multi-user. Multi-user errors can be time-consuming to resolve. To help diagnose and fix these errors, download and run the QuickBooks File Doctor, which analyzes if your computer is properly set up for multi-user mode or not.

 


Important
  • It is highly recommended to read the entire article before performing any steps.
  • Ensure the installation directories have the correct permissions.
  • If you are running Microsoft Windows Home edition, the security tab may not be available in normal mode. Restart the computer in Safe Mode to complete the steps.
    1. Restart the computer and press F8 until the Advanced Boot window opens.
    2. On the Advanced Boot window, select Safe Mode and press Enter.
  • The QBDataServiceUserXX depends on your version of QuickBooks Desktop. To investigate and resolve the error, Download and run the QuickBooks File Doctor,
    Example: QuickBooks Desktop 2018: QBDataServiceUser28, QuickBooks Desktop 2017: QBDataServiceUser27
  • Workstations that have hosting multi-user access enabled can inadvertently go into Alternate Hosting mode and take ownership of a company file. When this happens, other users will not be able to open the file.

Set up folder Permissions

Verify that permissions are set correctly

  1. Right-click the folder that contains the company file and select Properties.
  2. On Security tab, select Advanced.
  3. Select QBDataServiceUserXX and select Edit.
  4. Make sure that the following settings are set to Allowed.
    • Traverse Folder/Execute File
    • List Folder/Read Data
    • Read Attributes
    • Read Extended Attributes
    • Create Files/Write Data
    • Create Folders/Append Data
    • Write Attributes
    • Write Extended Attributes
    • Read Permissions

If your permissions aren’t set correctly, perform these steps:

  1. Right-click the folder that contains the company file and select Properties.
  2. Select Security, then Edit.
  3. Choose QBDataServiceUserXX and select Full Control, then Allow.
  4. Select Apply, then OK.

Change Folder permissions

  1. To open the File Explorer, press Windows+E on your keyboard.
  2. Right-click the parent folder, then select properties.
    Note: You need to perform these steps for each folder on the list but not all folders may apply to each installation as they refer to a specific version of QuickBooks Desktop.
    • C:\Program Data\Intuit\Entitlement Client\v8
    • C:\Program Data\Intuit\Entitlement Client\v6.0
    • C:\Program Data\Intuit\Entitlement Client\v5
    • C:\Program Data\Intuit\Entitlement Client\v3
    • C:\Program Data\Intuit\Entitlement Client
    • C:\Program Data\Intuit\QuickBooks Enterprise Solutions X.0 (X = version) or C:\Program Data\Intuit\QuickBooks 20XX (XX = year)
    • C:\Program Data\COMMON FILES\INTUIT
    • C:\Program Data\COMMON FILES\INTUIT\QUICKBOOKS
    • C:\Users\Public\Public Documents\Intuit\QuickBooks\FAMXX (XX = year)
    • C:\Users\Public\Public Documents\Intuit\QuickBooks\Company Files
    • C:\Users\Public\Public Documents\Intuit\QuickBooks\Sample Company Files\QuickBooks Enterprise Solutions X.0 (X = version) or C:\Users\Public\Public Documents\Intuit\QuickBooks\Sample Company Files\QuickBooks 20XX (XX = year)
  3. On the Security tab, select Everyone.
    Note: If Everyone is not listed in Group or User Name box, select Add and type in Everyone, then choose OK.
  4. Select Full Control, then select Apply and OK.

Set Windows access permissions to share company files

Make sure that QuickBooks has the right level of access can help prevent future issues while working with your company files over the network.

Windows 10, 8 and 7

  1. To open the File Explorer, press Windows+E on your keyboard.
  2. Locate and right-click the folder containing your company files.
  3. Select Properties > Sharing > Share Add.
  4. Select the corresponding QBDataServiceUserXX for your version.
  5. Set the permission level of both users to Full Control and select Share

Windows 8.1

Take ownership of the file

  1. Choose the folder that you want to take ownership and select Share.
  2. Select Advanced Security > Change > Advanced > Find Now.
  3. Choose the user and select OK.

Grant Full Control

  1. Choose the folder and select Share.
  2. Select Advanced Security > Add > Select a principal.
  3. Select Advanced > Find Now.
  4. Choose the user and select OK
  5. Select Full Control and OK.

Windows Server 2012

Before performing the following steps, ensure that File and Storage Services is installed.

  1. To open the Run Command, press Ctrl+R on your keyboard.
  2. Type in ServerManager and select OK.
  3. Select Sile and Storage Services > Shares.
  4. On the Task drop-down, choose New Share. A list of File Share Profile shows. You can learn about the differences between the profiles by clicking each profile and reading the description.
  5. Select SMB Share - Quick.
    Note: SMB Share - Quick is the default profile. This selection can vary.
  6. From the Share location section, select Type a custom path > Browse to locate the folder you wish to share.
  7. Choose the appropriate folder and select Select a folder > Next.
    Note: You may leave the default selections under the Configure Share settings window and select Next again.