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Level 1

User access to specific memorized reports



I want to allow specific users access to specific reports in Enterprise Desktop.  Is that possible or when I allow "reporting" does this give them access to all reports?


Thank you!

5 Comments 5
QuickBooks Team

User access to specific memorized reports

We can add a new user with View-Only access, thebottomline80005.


In QuickBooks Enterprise, you can set-up the access of your authorized user to View-Only to see specific reports. This way, they can only perform the task assigned to them. I'm here to guide you on how to do it.


  1. Go to the Company menu and then select Users.
  2. Choose Set Up Users and Restrictions.
  3. From the Users and Roles pop-up window, click the User List tab.
  4. Click on the New button.
  5. Enter the New user's login credentials.
  6. In the Available Roles section, scroll down and then select View-Only.
  7. Click the Add button and then select Continue on the prompt message.
  8. After that, click OK.


Once completed, let's assigned a specific role to the newly-added user. Here's how:

  1. From the User's List, highlight the name of the specific user.
  2. Click the Role List tab.
  3. Search for the View-Only role.
  4. Click the New button.
  5. Under the Area and Access Level section, select the actions that the user can perform on the Reports page. 
  6. You can set None to all Area and Activities except for the Reports section. 
  7. Then, click on OK.


I recommend reading this article for more ideas in customizing roles in QuickBooks: Create and Manage Roles in QuickBooks Desktop Enterprise.


Additionally, you can run the Permission Access by Roles report to review the roles and permissions. Here's how:

  1. Go to the Company menu and select Users. Then select Users and Roles.
  2. Select the Role List tab. Then select View Permissions.
  3. Select the roles you want to review and then select Display.


Get in touch with us if you have other questions in setting up users in QuickBooks. This way, we'll be able to answer them for you.

Level 3

User access to specific memorized reports

I would like a user to be able to create memorized reports.  Although the user permissions state that it has full access to memorized reports, it will not allow "create" to be an option.  This is important to this user's job and it's very inefficient to have to request the Admin to run the report.


User access to specific memorized reports

Let me share further details about user's access to memorized reports in QuickBooks Desktop (QBDT) Enterprise, @Blue-River.


Yes, you're correct. For the time being, a View-Only user is unable to create a memorized report although it has Full access permission/role.



I hear you, and I can see the benefit of being able to create and memorized reports using the View-Only user role in QBDT. We take your suggestions as an opportunity on which area of the product's feature we need to improve on. With this, I encourage you to send feedback or product recommendation.


Your valuable feedback will be forwarded and reviewed by our Product Development team to help improve your experience while using the program. Here's how:

  1. Go to the Help menu.
  2. Choose  Send Feedback Online.
  3. Click on Product Suggestion.
  4. Click on the drop-down for Type of Feedback and select Product Suggestion.
  5. Select the Product Area.
  6. Then enter your thoughts and suggestions.
  7. Once done, select Send Feedback.


I've attached screenshots below for your reference.



To know more about customizing access for different user roles, check out this article: Create and manage roles in QuickBooks Desktop.


Also, I encouraged you to visit this article to resolve any unexpected results or errors while creating roles in QBDT: QuickBooks Desktop Users and Restrictions.


Always feel free to get back to us if you have other questions in managing user roles in accessing reports in QBDT. I'm just around to help. Keep safe, and wishing you continued success.

Level 3

User access to specific memorized reports

Thank you for the quick response.  So there is no way for the user to be able to run a memorized report.  Am I understanding that correctly?  The user doesn't need to create a new report and memorize it.  Just to run an existing memorized report.


I will definitely add a suggestion.  Thank you!


User access to specific memorized reports

Hi, Blue-River.


Yes, you're right. There's no way for the user to be able to run a memorized report.


In case you need help with QuickBooks Desktop reports, you can go through these articles to help guide you in customizing them as well as searching related articles for your future task:


Customize reports in QuickBooks Desktop.

Help articles.


While this option isn’t currently in our development roadmap, we are working on big improvements that will be helpful for the majority of our customers.


You can visit the What's New section on your QuickBooks Desktop, to be updated with our latest news and updates including product refinement.



If there's anything else you need, please let me know. I'd be more than willing to lend you a hand.

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