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What are the reasons we should be storing a shared Company Profile on a local drive as opposed to an External HD?

Will storing it on an External HD increase the likelihood of  a shared Company Profile becoming damaged or corrupted over time?

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Best answer February 07, 2019

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QuickBooks Team

What are the reasons we should be storing a shared Company Profile on a local drive as opposed to an External HD?

Hi there, @bhi.

 

Thank you for getting back to us here in the Community. I'm here to help share additional information about storing a company file on an external hard drive.

 

It's not necessarily that the file stored on an external hard drive becomes corrupted/damaged over time. The risk is that when the file is being used and the external drive was removed.

 

To be safe, you must create a local backup of your company file from time to time. For the detailed process, you can check this article: Create backup of the QuickBooks Desktop company file.

 

Let me know if you have any other questions about saving saving/storing company file, I'll be right here to help. Wishing you continued success!

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Moderator

What are the reasons we should be storing a shared Company Profile on a local drive as opposed to an External HD?

Thanks for dropping by the Community, bhi.

 

Let me share some details with storing a shared company file.

 

QuickBooks Desktop uses a database file manager to communicate with the company file. If you have a multi-user set up, it is recommended that the company file is stored on the Host computer.

 

Additionally, QuickBooks Desktop requires 3 conditions before it can allow access to company files.

  • Windows File permissions: The user who is logged in must have permissions set to Full control, which includes permission to look at, open, and modify the file.
  • Database Server mode: The database server can successfully open the company file.
  • QuickBooks User login: Each user must have a QuickBooks user login and password.

For the complete information, check out this article: Set up multi-user network.

 

If these requirements aren't met, you may not be able to access the company file. If QuickBooks Desktop is unable to communicate with the database server, an error message may appear. See Error H101, H202, H303, or H505 when opening your company file article for the details.

 

That should answer your question. If you have follow-up questions about QuickBooks, please let me know. I'm always happy to help. Have a good day!

Highlighted
Level 3

What are the reasons we should be storing a shared Company Profile on a local drive as opposed to an External HD?

We do have our shared Company Profile on a shared external drive connected to our host computer. All users were able to connect to it successfully. I am wondering will storing this file on this shared external HD increase the likelihood of  a shared Company Profile becoming damaged or corrupted over time?

Highlighted
QuickBooks Team

What are the reasons we should be storing a shared Company Profile on a local drive as opposed to an External HD?

Hi there, @bhi.

 

Thank you for getting back to us here in the Community. I'm here to help share additional information about storing a company file on an external hard drive.

 

It's not necessarily that the file stored on an external hard drive becomes corrupted/damaged over time. The risk is that when the file is being used and the external drive was removed.

 

To be safe, you must create a local backup of your company file from time to time. For the detailed process, you can check this article: Create backup of the QuickBooks Desktop company file.

 

Let me know if you have any other questions about saving saving/storing company file, I'll be right here to help. Wishing you continued success!

View solution in original post

Highlighted
Level 3

What are the reasons we should be storing a shared Company Profile on a local drive as opposed to an External HD?

@Angelyn_T will accessing the QB Company Profile be faster when stored on a shared local drive vs a shared network hard drive? 

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Moderator

What are the reasons we should be storing a shared Company Profile on a local drive as opposed to an External HD?

Hello there, bhi.

 

Welcome to the Community. Allow me to provide additional clarification about the difference with shared local drive and network hard drive for QuickBooks Desktop.

 

A shared local drive usually means you share your hard disk from a specific computer through a network. This process will help other users access the drive through the shared network.

 

There are also several factors that will affect the speed when accessing QuickBooks data. One of them is the peripherals used for the connection.

 

It would be best to consult an IT guy to ensure you'll have a set up that will load the program much more faster.

 

Please reach out to me here should you need any further assistance. I'm always available to talk QuickBooks.

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