Set up folder and Windows access permissions to share company files in QuickBooks Desktop

To access folders in the multi-user mode, the folders need to have the right Windows permissions.

Every version of QuickBooks has corresponding components that need to be updated to function in the multi-user mode.

Multi-user errors can be time-consuming to resolve. Fix company file and network issues with QuickBooks File Doctor. It analyzes basic issues with multi-user mode.

Important

• 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.
  Example: QuickBooks Desktop 2019: QBDataServiceUser29, QuickBooks Desktop 2018: QBDataServiceUser28
• Workstations multi-user access enabled can inadvertently go into Alternate Hosting mode and take ownership of a company file. When this happens, other users won't be able to open the file.

Set up folder permissions

Verify that permissions are set correctly

1. Open the Windows Start menu and open File Explorer.
2. Right-click the folder that contains the company file. Then select Properties.
3. On the Security tab, select Advanced.
4. Select QBDataServiceUserXX and select Edit.
5. Set the following settings 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:

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

If you need to adjust folder permissions:

1. Open the Windows Start menu and open File Explorer.
2. Find and right-click the folders listed below:

• 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)

Perform steps for any folder listed below. Keep in mind you may not have all of these folders. Some are specific to certain versions QuickBooks Desktop:

1. Right-click folder and select Properties.
2. On the Security tab, select Everyone.
   Note: If Everyone is not listed in the Group or User Name checkbox, select Add and type in Everyone. Then select OK.
3. 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 that can help prevent future issues while working with your company files over the network.

Windows 10

1. Open the Windows Start menu and open File Explorer.
2. Locate and right-click the folder containing your company files.
3. Select Properties then Sharing and then 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 Server 2012

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

1. Open the Windows Start menu. Type "Run" into the search and open the Run Command.
2. Type in ServerManager and select OK.
3. Select File and Storage Services then 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 then Browse to locate the folder you wish to share.
7. Choose the appropriate folder and select Select a folder then Next.
   Note: You may leave the default selections under the Configure Share settings window and select Next again.