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JoyceGTX
Level 2

shared reports not visible to other user

I have a lot of custom reports which I have saved as shareable to all. I have an new employee starting and when she logs in she cannot see the custom reports. Can someone help?

Solved
Best answer November 18, 2020

Best Answers
Tori B
QuickBooks Team

shared reports not visible to other user

Thanks for following up with us, @JoyceGTX

 

I understand how frustrating it can be to rebuild these reports so your new user can see them. It causes unnecessary work that some users don't have time for during the workday. But rest assured, I have submitted a feedback request to our product development team. Our product development team analyzes new suggestions and picks some of them to include in future updates. 

 

You can follow all of our latest happenings and updates using our Blog Site

 

Additionally, you can review our Tutorials Page to see short how-to videos on all areas of QuickBooks. You'll be a pro before you know it! 

 

Please don't hesitate to let me know if there is anything else that I can do for you. I'm just a Reply away. Feel free to reach out to the Community at any time. Take care! 

View solution in original post

9 Comments
Jessica_young
QuickBooks Team

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.

JoyceGTX
Level 2

shared reports not visible to other user

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. 

Jessica_young
QuickBooks Team

shared reports not visible to other user

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! 

JoyceGTX
Level 2

shared reports not visible to other user

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

Tori B
QuickBooks Team

shared reports not visible to other user

Thanks for following up with us, @JoyceGTX

 

I understand how frustrating it can be to rebuild these reports so your new user can see them. It causes unnecessary work that some users don't have time for during the workday. But rest assured, I have submitted a feedback request to our product development team. Our product development team analyzes new suggestions and picks some of them to include in future updates. 

 

You can follow all of our latest happenings and updates using our Blog Site

 

Additionally, you can review our Tutorials Page to see short how-to videos on all areas of QuickBooks. You'll be a pro before you know it! 

 

Please don't hesitate to let me know if there is anything else that I can do for you. I'm just a Reply away. Feel free to reach out to the Community at any time. Take care! 

View solution in original post

KDCoutts
Level 1

shared reports not visible to other user

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.

jfaulkner
Level 2

shared reports not visible to other user

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.

angel11
Level 2

shared reports not visible to other user

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. 

angel11
Level 2

shared reports not visible to other user

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!!

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