Unable to add Group for Defining Activity Access Level in a Role

I'll help you figure out the cause of this, aschneller.

The Area Access Level section is always available when you're setting up a user role. We don't have to turn on any option to have this. Since it's missing on your end, let's perform some troubleshooting steps to rectify.

To start, I'd suggest closing QuickBooks Desktop. Then, reopen it. The program may need to restart. You can do this by going to File and choosing Exit.

If the issue persists, let's run the Verify and Rebuild Data utility to fix this. The tool scan data issues within the company file and self-resolves them. Before proceeding, make sure QuickBooks is updated. This way, the program will have the latest features and fixes. 

To verify data:

1. Open the company file.
2. Click the File tab at the top menu.
3. Select Utilities.
4. Choose Verify Data.

To rebuild data:

1. Open the company file.
2. Click the File tab at the top menu.
3. Select Utilities.
4. Choose Rebuild Data.

For more details, please see this article: Verify and Rebuild Data in QuickBooks Desktop.

Once resolved, you can now modify the access level.

I've also included an article that'll guide you on how to add, edit, and troubleshoot QuickBooks Desktop user login issues. This ensures you're able to assign the correct access to everyone: Roles Restriction.

Let me know if there's anything else I can help you with modifying your access. Just leave a comment below. I'll get back to you.

I verified the data and rebuilt the data as you suggested, but the feature still doesn't appear.

Not sure where to go from here. Any suggestions?

I have attached a .pdf that shows what I am seeing. Looking online, the feature should show up at the bottom of the Activity Access Level column.

Thanks for keeping us posted, aschneller.

It looks like the PDF attachment for the screenshot was not saved successfully. Please reply back to us and attach the file again so we can check what you see in your QuickBooks file. 

We look forward to your response so we can sort this out. Thanks.  

I am attaching the file again as a .jpeg to see if it goes through.

Thank you for the screenshot provided, @aschneller. I’m here to make sure this issue gets taken care of.

In QuickBooks Desktop Enterprise, you'll have to log in as the QuickBooks admin to see the Custom Activity Access Level. Also, make sure to make a custom role first. You can then create custom user roles.

Here's how:

1. Go to the Company menu, and then choose Users.
2. Select Set up Users and Roles.
3. Click the Role List tab, and then select either New or Edit.
4. Go to Areas and Activities section, then Center.
5. Select Customer center.
6. Click Custom, then Define.
7. Select the customer groups to give permission at a group level.
8. Click the view, modify, delete, print and view balance access levels based on your requirements.
9. Hit OK to save the role.
   

For more information about setting up roles, see these links: 

• Create and manage roles in QuickBooks Desktop Enterprise
• Areas, Activities and Access Levels

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.

Thank You...

I have followed these instructions several times, yet the Custom button that you have circled does not appear.

I have restarted QB, I am logged in as the Admin, I have tried to edit an existing role and have tried to create a new role. Yet it still does not appear.

The screenshot I sent is the only thing I see.

Any other suggestions on where I can go to figure this out?

Thanks for going through the steps above, @aschneller.

Since the issue persists, I suggest contacting our Support Team. From there, they can securely check your account and perform extra troubleshooting steps to resolve this.

You can follow the steps below on how to reach them:

1. Go to the Help menu.
2. Select QuickBooks Desktop Help.
3. Provide some information about this concern in the search box.
4. Click the Contact Us link at the bottom of the window. 
5. You'll now be provided with a few support options.  

Our Customer Support for QuickBooks Desktop (QBDT) Pro and Premier is available Monday to Friday from 6:00 AM to 6:00 PM (PST). For QBDT Enterprise, you can reach out anytime at any day.

To guide you on how to edit user restrictions, please check this article: QuickBooks Desktop Users and Restrictions.

You can always post a comment if you have any other concerns about QuickBooks. We're always right here to help you anytime.

So apparently this feature is no longer available in the Enterprise Contractor 22.0 that we just upgraded to.

Even though the screenshots appear in the sample above, I have been informed by Intuit that this is no longer there.

Extremely disappointed at this point...

If anyone has a solution or information on this, it would be greatly appreciated.

Can you verify the version of Quickbooks Enterprise you are using to see the Custom button under Activity Access Level?

Thanks for getting back with the Community, aschneller.

I can confirm an ability to create custom roles is still active in our following products:

• QuickBooks Enterprise
• QuickBooks Enterprise Accountant
• QuickBooks Enterprise Diamond
• QuickBooks Enterprise Gold
• QuickBooks Enterprise Platinum

I've also included a detailed resource about creating/managing users and roles which may come in handy moving forward: Create/manage users & roles

If there's any additional questions, I'm just a post away. Have a great day!

Thank you...

If you have access to Quickbooks 22.0 (specifically Contractor), go to create user role, click on Centers, click on Customer Center. At the bottom of the Activity Access Level box on the right, do you see a radio button for the option of creating a "custom" access level (other than None, Full, or Partial)?

Hello, aschneller.

Yes, you should have the option to choose your access level. To ensure that no missing components are causing this unexpected behavior on the system, let's run QuickBooks Desktop repair.

Here's how:

1. Restart your computer.
2. Open the Windows Start menu, then click Control Panel.
3. Select Programs and Features, then Uninstall a Program.
4. Choose QuickBooks from the list of programs, then click Uninstall/Change.
5. Select Continue or Next.
6. Click Repair, then Next.
7. Once done, hit Finish.

If the issue persists, I recommend contacting our QuickBooks Desktop Support. They have the tools to pull up your account and submit a ticket for further investigation.

Once the issue is resolved, you can change the access level. Check out this article for more insights: Create and manage users and roles in QuickBooks Desktop Enterprise.

Don't hesitate to reply if you need further assistance setting custom access. We're always here to help you.

I repaired the installation as you suggested and the problem persists.

I have been on the phone with customer support several times over the last two weeks, and the problem cannot be resolved through those channels.

I was informed that requesting this problem get elevated to engineering or development would initiate a more thorough investigation on why this problem is occurring and a possible resolution. How can I get confirmation that will happen?

Hello there, @aschneller.

Using QuickBooks Desktop (QBDT) Enterprise 2022 (regardless of the edition), the Custom option where you can Define record-level access should be available to let you create a Custom Activity Access Level.

Since you don't have the said option, I have shared your concern with my team, and someone may reach out to you soon to discuss your case further.

Please know that you can always get back to us here in the Community if you have any other concerns. I'm always ready to help. Take care, and I wish you continued success, @aschneller.

I have had the same problem with my desktop Quickbooks Enterprise Solutions (Manufacturing).  I have spent lots of time with customer service, but they don't know why I am not seeing the "Custom" button.  Did you ever find a solution?

I am having the same problem.  Did you ever figure out why the "custom" button was not showing up? Is there a way to fix it?

Thanks for joining in, @ALGRB. I'll help ensure the option to create a Custom Activity Access Level will show as you set a Group for Defining Activity Access Level in a Role.

When an option is missing, it could mean damaged data in your company file. To confirm, I'd recommend opening a sample file without an issue. 

Here's how:

1. Open your QuickBooks Desktop.
2. On the No Company Open window, select the Open a sample file drop-down arrow. 
3. Select the Sample service-based business option.
4. Click Open.
5. Follow the on-screen instructions to complete the process.

If it's there, it's confirmed file damage. I'd recommend following the steps shared by my peer @CharleneMae_F to run the verify rebuild tool. You can also check out this article for more detailed steps:  Verify and Rebuild Data in QuickBooks Desktop.

If the error persists, run the Quick Fix my Program from the QuickBooks Tool Hub to fix typical errors quickly.

Let me know if there's anything else I can help you. I'll get back to you.

The sample file did not have the "custom" button either.

Thanks for coming back to us, @ALGRB.

Have you tried running the Verify and Rebuild Data utility tool? If so, I suggest reaching out to our Customer Support Team again. This way, they can securely check your account and perform extra troubleshooting steps to resolve this.

Here's how:

1. Go to the Help menu.
2. Select QuickBooks Desktop Help.
3. Enter your concern in the search box.
4. Click the Contact Us link at the bottom of the window. 
5. You'll now be provided with a few support options.  

Our Customer Support for QuickBooks Desktop (QBDT) Pro and Premier is available Monday to Friday from 6:00 AM to 6:00 PM (PST). For QBDT Enterprise, you can reach out anytime on any day.

I've added this link about adding users with a specific role to manage your books: Create and manage users and roles in QuickBooks Desktop.

Let me know if you need further assistance setting custom access. We're always here to help you.

I have tried qb 2021 trail and 2023 and created group of customer and vendor but at center there is no button to show define groups. means adding group options are not working or showing anyone have been fixed it?

Dear have you fixed it yet?

i have same problem if anybody know how to fix it i will be thankful for his or her help

thanks

I have this same problem. Has this been resolved?  I've talked to several people at QB and I get a different answer every time.  This is a huge problem.  We need to be able to restrict user access to certain groups.  When is this going to be addressed?

I'd like to ensure that we're on the same page so I can provide you with the correct information regarding your user access concern, @just reading.

Can I ask for further details about which specific role and to which areas you are trying to restrict the user? Any additional information can help us narrow things down.

I'd appreciate any additional details you can provide. I’m looking forward to your reply. Keep safe!