shared reports not visible to other user

Thanks for sharing these details with me, @JoyceGTX.

Let's take a look at different user types within QuickBooks Online.  It sounds as if your new employee does not have permissions to view reports.  Users with no access rights cannot access any of the accounting features of QuickBooks Online.  Here's how you can see this user's permissions:

1. Select Settings ⚙.
2. Select Account and Settings or Company Settings.
3. Select Manage Users.

 You will want to check the Employee's role and make sure that they have one of the Standard or Limited roles that include viewing reports.  Alternatively, you can double-check that the employee's role matches that of your other employees that can view reports.

To read more on the different kinds of users available within QuickBooks Online, check out this article: What different types of users can I add to my company?

Please let me know if this does not provide a resolution, and if you can provide screenshots of the user's access, we can look at other possibilities! Take care.

thanks for the prompt reply. she is setup as a standard user. please see the attached screenshot. I appreciate your help as I have many customized reports she will need to access. 

Thank you for providing that screenshot so I can look into this further with you, @JoyceGTX.

Once you've added a user with the correct viewing permissions for reports, please note that any reports previously created will not be viewable to the new user. You'll simply need to recreate the report for them to have access to it.

Please let me know if this solution works for you, I'm here to help! 

this is a huge bug in QBO. I must have 40 reports in categories like budget, audit, month end. Now I have to recreate those? So much work. Shouldn't be the case.

Thanks for your help

What the heck??? ALL shared reports have to be recreated so the new users can see them??? What an absolute crock. This should not be required AT ALL.  QBO needs to get this fixed, and fast.

This is truly awful programming.  No logical human would ever think setting up access to reports this way would be tenable.  Please fix this immediately.

I agree, I have been submitting this as feedback for ten years.  I currently have 78 reports, most of them are duplicates of the same report at least 5 times.  You cant do anything with them .....

I just realized that maybe, If every time I have to recreate the same report, I can share with everyone and delete the previous versions.  That is my next step. 

In order to share an existing custom report with a new user, the admin simply opens the report and saves customization again.  If it was originally shared with all, it will share with the new user ( you cannot change this field).   Also, when you delete a report it does not delete it from others who already have it.   So you can clean up your list without compromising others!!   I just reduce my list by 30 duplicate reports!!

So, we have a new employee added today.  I re-saved our custom reports and she still can't see them.  Is there a waiting period for her to be able to view them?  This is beyond frustrating. 

Our employee has ADMIN access and cannot see the custom reports.  I have opened, and re-saved the custom reports (even changed the name of the report) and she still cannot see them. What's wrong?

So in a year this still hasn't been fixed? 

This needs to be fixed ASAP! What a terrible look for Quickbooks Online

Hello, @hl32388.

I can share information on the levels of access you can grant your users. This way, you can let them access the custom reports.

This isn’t the kind of experience I want for you. That's why I'm here to assist you in turning around this experience.

I recognize the convenience of being able to share the reports with a new employee. It is also inconvenient to recreate these reports so that they can access them. No worries, you can submit a feedback request to our product development team. They will evaluate these and pick some of them to include in future updates.  

You'll want to visit our blog to keep up with all our recent events and developments.

When you add users to your account, you can customize their roles and restrict their access to certain tasks. To read more on the different kinds of users available within QuickBooks Online, check out this article. 

If you have other concerns about user access, you can click the Reply button below. I'll be around to help you. 

We have new executive team members starting at our organization.  I have created roles for them with all access. And they cannot see any of the custom reports created.  Opening, changing fields, re-saving, re-naming -- none of this allows them to see the custom reports.  Is there a workaround that works? 

This is TOTALLY UNACCEPTABLE and we may have to change to another companies software if this is not resolved.  Please escalate this issue asap.  Absolutely ridiculous design flaw.

Hello, lewsanclan.

I'd like to give details and offer some steps to help the other users see your custom reports. 

If you have the reports saved before adding the new users, they will not be able to see them. Here are some sample screenshots of an admin and a new user account for a visual reference:

If you haven't tried deleting the custom report, you can do so by following the steps below. Before doing so, you can export each report as PDF or Excel to keep track of the customization. 

1. Go to Reports > Custom reports.
2. Select the drop-down arrow next to Edit of the custom report.
3. Choose Export As PDF or Export As Excel. Once done, select Delete.

Once the deleted, go back to the Standard tab and open the same report. Customize the data and click the Save customization button. From the Share with drop-down, select All and then click Save. 

After the steps above, have the new users sign out/in to the account and check to see if they can view the custom reports.

To help manage your custom reports, please check out this article: Customize reports in QuickBooks Online.

If you have any additional questions on reporting in QuickBooks, please know the Community has your back. Take care and stay safe!

Deleting and recreating each report is not an acceptable workaround.  This needs to be fixed ASAP.  Its a really egregious design flaw!

Hello, lewsanclan.

Allow me to chime in and provide some information about shared reports to other users in QuickBooks Online (QBO).

I understand the importance in sharing reports to other users. However, that option is unavailable in QBO.

I suggest sending feedbacks in QBO, this way our product engineers will take note of your concern.

Here's how:
1. Use your Gear (⚙) icon.

2. Click Feedback.

3. Enter your suggestions and/or comments.
4. Hit Next.

5. Choose Skip and send message.
6. The available drop-down menu can be used to pick an appropriate category.
7. Select Send message.
 

Your valuable feedback and suggestion will be sent directly to our Product Development Team to help improve your experience in QBO. You can also track feature requests through the QuickBooks Online Feature Requests website.

I'm just a comment away if you need further assistance about sharing reports. Have a great day!

This is completely unacceptable.   This problem appears to have been around for some time and Intuit failed to disclose it to people signing up on line,,    This is the type of crap consumers get dumped on them from large corporations who know that is difficult for people to change programs.

And some of these responses from the company are ridiculously evasive and are misrepresentations used to cover up Intuit’s failures and the product’s defect.  .

My accountant called Intuit today, and Intuit told her to have me, the client, clear my browser cache or log on using the incognito status in my browser and if that didn’t work, select the “HELP” .   Are you fricken kidding me?  All the time knowing this is a software screwup by your developers now they are lying to us!   Like an idiot i followed the instructions, nothing changed.   I am going to evaluate filing a class action on behalf of users, similar to me, who have spent time, i.e. $ and lost productivity trying to figure out the issue, when Intuit has known about it for over a year but isn’t telling anyone.   

you are wasting our time.  Just come out and tell us, Intuit knows about the issue, but isn’t doing anything about it! 

Here it is May 12, 2022 and the issue has not been resolved. I have a new employee and will have to recreate all of the reports before the are able to use them.

Hi there, @BethFL.

Thank you for following up on this thread. I understand how being able to share custom reports with new users would be time-efficient. Rest assured that I'll relay this message to our team in concern here on my end and add your vote for this one.

You can also share your thoughts and ideas through your account. Our product development team reviews all the feedback we receive to ensure we’re meeting the needs of our customers. 

Here's how:

1. Select the Gear icon at the top, then Feedback.
   
2. Enter your comments or product suggestions then select Next.
3. You'll be provided a list of suggested Help articles related to your comment. You can read through them or select Skip and send message.
4. From the drop-down, choose the appropriate category, then select Send message.

For your reference, check out this link: How to Submit Feedback. In the meantime, you'll want to recreate the reports so they're able to use them.

Let me know if you need help with customizing your reports, BethFL. I'll be happy to help. Thanks again for reaching us and have a great day!

You have to be kidding, I have to recreate all the different reports for the new user to see them?  Come on there has to be a better way.  May I suggest a button when you create the new user you can select that they can see all shared reports.

I am now just realizing that we have this problem as well and was looking for a work around. This is one of the stupidest bugs yet!! Unbelievable. FIX IT!!!