Quickbooks Enterprise Desktop: Restricting User Access From Searching Employee Specific Information

Hi there, @pullingmyhairout.

I'd be glad to share information about user roles and access in QuickBooks, and get you back to working order.

You can check the Role List section of the Users and Roles page. From there you can view the Access Level for each role you assign to your employees. Here's how to do that:

1. Go to the Company menu.
2. Choose Users then Set Up Users and Roles.
3. Click the Role List tab.
4. Pick the Role you selected for that employee.
5. Tap the Edit button.
6. In the Area and Activities section, click Employees & Payroll.
7. Go to the Area Access Level and make sure you select None.
8. Click OK.

If the set up is correct and you're getting the same behavior, running the Verify/Rebuild Utility is a good option. Here's how:

To Verify Data:

1. Go to the File menu.
2. Tap Utilities then Verify Data.
3. Click OK on the prompt.

To Rebuild Data:

1. Click the File menu.
2. Go to Utilities and select Rebuild Data.
3. Hit OK to back up your company file.
4. Wait until the Rebuild is complete.
5. Click View Results.

You can read through this article for more ideas in customizing roles so users can only do certain tasks: Create and manage roles in QuickBooks Desktop Enterprise.

Always feel free to get back to us if you have other questions in managing your authorized user access in QuickBooks. I'm just a few posts away.

I have set up my employees so they cannot see employee information.  However, I was shocked to discover they can see attachments into an employee's folder.  I attach new hire information.  First, why is that possible?  Second, how can we  block that?

Thanks for joining the thread and for knowing more information about user roles, @Laura-2021.

I can share a little detail about user access roles specific to payroll.

When you create a role for an employee in your company, this will allow the user to view a specific part of your company's data. If its access is for the Payroll Manager, it would be easy to view all employees and paycheck details and edit company preferences. This includes screenshots attached to an employee's folder/information.

If the worker's role is for Payroll Processor, they would be seeing all transactions, including employee and payroll information but won't be able to create adjustments and edit company preferences.

On the other hand, blocking the viewing of attachments in the employee information of both user roles I mentioned is currently unavailable. I know this would be beneficial to your business. As we continue to boost your experience, I recommend sending feedback to our product engineers, so they'll know that this is crucial to our business. I also sent feedback about this to support you.

1. In QuickBooks, go to the Help menu.
2. Select Send Feedback Online and then choose Product Suggestion.
3. Fill up the form with the details and then Send Feedback.
   

Here's how to take a look at their permission access.:

1. Go to the Company menu and then select Users, Setup Users and Roles.
2. From the Users and Roles window, go to the User List tab and click the View Permissions button.
3. Place a checkmark before the user's name and then hit Display.
   

If you want users to manage specific data only, you can customize the roles by going to the Role List tab and selecting the role assigned to customize it to full or partial data management.

1. Go to the Company menu and then select Users, Setup Users and Roles.
2. From the Users and Roles window, select Role List.
3. Choose the employee's role and then hit the Edit button.
4. Customize the Area of Access Level by ticking the options.
5. Click OK to save.

Additionally, I've attached some articles that could be useful for you in the future in regards to this topic:

• Create and manage roles
• QuickBooks Payroll Services and Features

Please tag me in your comment (@Jovychris_A) if you need additional assistance with managing user roles. I'm always around to help you. Have a great and prosperous day ahead.