Share report with new users

I have solutions for sharing your custom report with new users in QuickBooks Online (QBO), @alect.

Yes, you're right. New users you invite won’t automatically gain access to the custom reports, only the existing ones. As a workaround, I recommend recreating the custom report after adding new users and sharing it with everyone.

Alternatively, you can email the custom report to the new users so they can access it. To do that:

1. Go to Reports and select the Custom Reports tab.
2. Click the report's name.
3. Select the Email icon to open the Print, email, or save as PDF window.
4. Click Email.
5. In the To field, enter the email addresses of the new users, separated by a comma and space.
6. Select Send.

Here's an article for the full details: Email a sales form or report to multiple email addresses.

Additionally, QBO provides the option to export reports to Excel, allowing you to customise them further to meet your specific business needs.

We'll always be available if you have other questions about sharing custom reports. The Community team is responsive and here to help. Take care.

Thanks for your solution.  The first option is not viable (as it would have to be repeated every time a new user joins....  Seems to only highlight the complete lack of thought about the functionality QBO provides...- user can only share with none or all, but "all" is not all, and when new users join it's not "all" and can't be changed...... Seems the devs have gone out of their way to make this functionality unnecessarily complicated and unusable.

Re the second option - ie emailing it to them.  Does this only share an instance of the report and they then save their own version?  Or does emailing them give access to the shared report I've created and others are already using?

Thanks for returning to this thread, @alect. I can provide additional steps to share custom reports with new users in QBO.

When sharing a custom report with new users, you need to make a copy of the original report by renaming it to re-enable the Share with All option. However, you'll have to repeat this every time a new user joins.

To begin with the process, here's how:

1. Go to the Reports tab and select the Custom Reports section.
2. Click on the name of the specific report you want to share.
   
   
   
   
3. Click on Save Customisation and rename the report to make a copy.
   
   
   
   
4. After renaming the report, you can use the Share with dropdown again. Choose All and click Save to share the report with newly added users.
   
   
   
   
5. Return to the Custom Reports list to delete the previous report and select Delete.
   
   
   

On the other hand, the recipients of the emailed custom report cannot edit or make changes to the report once they receive it since it's in PDF form. However, you can invite the user for specific roles to modify the reports.

Also, I'll add this article as your guide about the different options for user roles and their access permissions: User roles and access rights in QBO.

Furthermore, you can utilize this article to learn how to manage user profiles in QBO and improve the company's operations: Add, manage, or delete users.

I'll be here to assist you with additional assistance regarding sharing custom reports. Have a good one.