cancel
Showing results for 
Search instead for 
Did you mean: 
Highlighted
Not applicable

How do I give users view only access

 
Solved
Best answer 12-10-2018

Accepted Solutions
QuickBooks Team

Hey there efisher, I'd love to walk you through the step...

Hey there efisher,

I'd love to walk you through the steps to get users the view only access.

While there isn't a specific option for users to access view only, you'll have the option for selective access in some areas in QuickBooks.

Here's how:

  1. Click Company.
  2. Click Set Up Users and Passwords.
  3. Select Set Up Users.
  4. For existing users, click Edit User. For new users, click Add User.
  5. Click Next to see each user access roles, and select Selected Areas of QuickBooks.
  6. Click Next and you'll see on every areas the No Access, Full Access, and Selective Access radio button.
  7. Just click Selective Access, and choose the sub-options.
  8. Follow the on-screen prompts to walk you through the rest.

You'll see some screenshots outlining the steps above.

You might want to check out this article for more information: QuickBooks Desktop Users and Restrictions

Just drop a comment below if you have any more questions I can help.

17 Comments
QuickBooks Team

Hey there efisher, I'd love to walk you through the step...

Hey there efisher,

I'd love to walk you through the steps to get users the view only access.

While there isn't a specific option for users to access view only, you'll have the option for selective access in some areas in QuickBooks.

Here's how:

  1. Click Company.
  2. Click Set Up Users and Passwords.
  3. Select Set Up Users.
  4. For existing users, click Edit User. For new users, click Add User.
  5. Click Next to see each user access roles, and select Selected Areas of QuickBooks.
  6. Click Next and you'll see on every areas the No Access, Full Access, and Selective Access radio button.
  7. Just click Selective Access, and choose the sub-options.
  8. Follow the on-screen prompts to walk you through the rest.

You'll see some screenshots outlining the steps above.

You might want to check out this article for more information: QuickBooks Desktop Users and Restrictions

Just drop a comment below if you have any more questions I can help.

Not applicable

I don't see the option for a "view-only" user. Can you ex...

I don't see the option for a "view-only" user. Can you explain exactly where that option is?
QuickBooks Team

Hi @epcsteph, The "View-Only" option can be viewed when...

Hi @epcsteph,

The "View-Only" option can be viewed when you assigned a user roles.

You might want to check out this article if you have questions about creating and modifying roles: <a rel="nofollow" target="_blank" href="https://community.intuit.com/articles/1775419">https://community.intuit.com/articles/1775419</a>.

Feel free to swing by if you have questions. We're here to help.
Not applicable

Re: I don't see the option for a "view-only" user. Can you ex...

I believe read-only is only available to the Plus subscription. Are you using Essentials, or Plus?

Not applicable

Re: I don't see the option for a "view-only" user. Can you ex...

Can someone please confirm if "view-only" is an option for users outside of QB Enterprise?

We are running Premier and would very much like to allow certain employees to view information without being able to edit it (at least until they are properly trained).

Thank you!

Moderator

Re: I don't see the option for a "view-only" user. Can you ex...

Thanks for joining this thread, @SoBaDeCe.

 

Allow me to jump in and share some information about the view-only access in QuickBooks Desktop (QBDT).

 

At this time, the view-only access is only available in the Enterprise version. Since you're using the Premier version, you have the option to choose selected areas of QuickBooks when setting up your employees' access. You can customize the restrictions for different areas of the company file by selecting No Access, Full Access, or Selective Access.

 

You can follow the detailed steps provided by my colleague @ShiellaGraceA above or check out this article for more information: QuickBooks Desktop Users and Restrictions.

 

This should answer your question for today. Please let me know how it goes or if you have any additional concerns. I'll be here to help. Wishing you and your business continued success!

Not applicable

Re: I don't see the option for a "view-only" user. Can you ex...

Lame. I know how to set up user accounts and delegate access; you simply don't offer the options I need to delegate that access appropriately.  I want someone to be able to LOOK at what ever they want, but not edit anything, or create new transactions.

Thanks at least for confirming.

Not applicable

Re: Hey there efisher, I'd love to walk you through the step...

Agree with the other users here that this is really frustrating. There *really* should be a read-only option. Do you know if they are working on an option for that for the Online Mac Quickbooks??

QuickBooks Team

Re: Hey there efisher, I'd love to walk you through the step...

We don't want you to feel that way, @RebeccaSusanWest.

 

Allow me to share a few insights and help you with the view-only access in your account.

 

Here in the Community, we don't have any specific timeframe on when a feature will be included every time the new product updates are released.

 

You may want to check out the QuickBooks Blog. This way, you'll be able to review and be updated with the all new product updates of QuickBooks Online.

 

While this option isn't available, I can pass along your request to our product engineers. They can consider and will also know of your need to include the view-only access in your account.

 

Please let me know if you have any other questions about QuickBooks Online. It'll be always my pleasure to help.

Not applicable

Re: Hey there efisher, I'd love to walk you through the step...

I completely agree. I would love to be able to work inside quickbooks online for my clients, and give them read access to everything without being able to change things in QBO themselves. That way, they are able to see their books in real time without me having to worry if they are making changes that don't need to be made.

Not applicable

Re: The main reason we put our financial info in quickbooks was to give read only access to several partners

We have an accountant that does everything.  But the main reason we entered all of our financial data in Quickbooks on line, which took us over a week...several years worth with thousands of entries...was to give read only or reports only view to several of our partners.  Now, after all the tedious work, something so simple and basic as this feature it's not available.   Its incredible, you want to tell me, and im speaking to the Quickbooks team, that something as important as this is not an option?  How many companies, with more than one partner, have one managing the business and other (one or more) that does not want to be involved in the day to day but wants transparency.  You don't want some individuals, who do not now anything about accounting, to add, delete or edit entries, for that would cause total chaos.  This feature is as basic as being able to enter checks or making invoices.  Not having it is not acceptable and Im sure it can be very easily added.  I just home that someone in Quickbooks takes notice and adds it, it's embarrassing.  I'm mad because read only access is a very, very needed feature.  It should be there.  No excuses.    

Not applicable

Re: Hey there efisher, I'd love to walk you through the step...

Being able to provide read only access in Quickbooks Desktop Premier is super important.  In our agency, our finance team and executive director all need access to Quickbooks, but our ED should not have access to making changes in Quickbooks because she is also a signer on the bank account and an approver of all expenditures.  Giving her access to making changes in Quickbooks means that we're not able to create a separation where the signer cannot change the accounting.  This is bad controls.  Please update this as soon as possible.  

Not applicable

Re: Hey there efisher, I'd love to walk you through the step...

Not being able to give read-only access to certain users is a huge liability.  In our agency, the ED needs access to Quickbooks to be able to look at things.  However, not being able to keep her from making changes means that we're not able to separate the check signing role from the ability to make changes in the accounting.  This is really bad controls.  While I trust my ED to not be stealing money, we shouldn't need to trust her to not steal money.  We should have the systems in place to make it very hard to do, including keeping her from being able to make changes in the accounting system.  

QuickBooks Team

Re: Hey there efisher, I'd love to walk you through the step...

Thanks for sharing your feedback here in the QuickBooks Community, @Sofia L.

 

As my colleague FritzF mentioned, the view-only (read) access is only available in the Enterprise version. I understand how this feature available in QuickBooks Premier version would be beneficial to your business. 

 

It's our priority to provide products and services that suit your business needs. I'll make sure to take note of your request and will update you once the view-only option is available for our users who are using premier version.

 

In the meantime, I'd suggest visiting the QuickBooks Desktop New Features regularly. This way you'll be updated with the latest news and updates including product improvements. 

 

Simply go to Help menu bar, select New Features then click New Feature Tour

 

Please know that you're always welcome to post if you have any other concerns. Have a good day ahead. 

Frequent Explorer *

We have similar need; idea for a workaround

We also need read-only users. Above post by bproducepr expresses my feelings quite well.  Others also have this need.  

 

Here's an idea: Super-minimal training. This is for a user with these needs:

 

  1. Find and view a few basic reports, with ability to select the date(s) covered. Balance sheet, income-expense (we're a nonprofit), chart of accounts, and transactions by income acct or expense account. (Also export a .pdf, at least.)

  2. Find and view a transaction chosen by the user

  3. Cannot put in the time needed to learn to add or change ANY transaction.

  4. Know what NOT to do. For instance, when trying to find a transaction, not to add a transaction by mistake. 

Compose a document that provides ONLY the info this user needs, as near as possible.  Use this until Intuit sees fit to add read-only users to Desktop Pro. 

 

Has anyone done this?  Can we get a copy, and adapt it to our needs?

QuickBooks Team

Re: We have similar need; idea for a workaround

I appreciate the details you shared to elaborate your concern, @Carl_A.

 

As of the moment, there's isn't an option to set up a user with Read-Only access in QuickBooks Desktop Pro.

 

In the meantime, you can consider setting up and manually choosing the access for a user in your company file. Thus, I've added this article that'll help you accomplish this: Setup Users and Restrictions.

 

But don't worry, I'll pass along your request to our product developers. This way. they'll know of your need for custom user's read-only access.

 

Additionally, I've included our Resource Center page so you'll be updated with all new enhancements in QuickBooks.

 

Lastly, you can always visit our Help Articles for QuickBooks Desktop in case you need some related article for your future tasks.

 

If there's anything else that I can help you with, please let me know in the comment section down below. I'll be always around ready to help.

Frequent Explorer *

Re: We have similar need; idea for a workaround

JonpriL, thank you for noticing my post.

 

J> I'll pass along your request to our product developers.

 

Thank you for doing so.  Before I actually made my post, I didn't know if I could get my message to them via this website.  I think Intuit could add this feature to Desktop Pro without a difficult development process, because this feature is already in the Enterprise edition.  But could our organization upgrade to Enterprise?  No.  Way too expensive.

 

Perhaps Intuit has some document that an administrator can adapt, then distribute to those people in that admin's company who would be read-only, if that feature were available to us.  If so, can you point me to it? If this document doesn't now exist, could Intuit write one?

Need to get in touch?

Contact us