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Set access permissions for QuickBooks in Windows

The following instructions describe how to share a Windows folder on a Windows , Vista, or XP computer so that it can be accessed by other users over a network. In a multi-user QuickBooks system, the shared QuickBooks company file must be stored in such a shared folder.

For the sake of simplicity, these steps give everyone on the network full access to the shared folder. If you want to restrict access to a subset of users, contact your network administrator for assistance.

Note: The specific QBDataServiceUser for each product requires full control to the shared folder.
  • QuickBooks 2013 - QBDataServiceUser23
  • QuickBooks 2012 - QBDataServiceUser22
  • QuickBooks 2011 - QBDataServiceUser20
  • QuickBooks 2010 - QBDataServiceUser19
  • QuickBooks 2009 - QBDataServiceUser18
Share Folders in Windows 7

On the computer that hosts the folder that you are sharing or want to share:

1. Log in to Windows as either a user with Administrator privileges (such as the Admin user), or as a current user with Read/Write rights on the folder that you want to share.
2. Right-click the Start button and select Explore, then locate the shared folder (or the folder that you want to share).
3. Right-click the folder and choose Properties
4. In the File Sharing tab click Share:

  • Click the drop-down arrow on the right side of the list box and select "Everyone".
  • Click Add.

5. Under Permission Level, click the drop-down arrow next to the permission level for Everyone and select  "Read/Write"
6. Click Share. A confirmation message appears, stating that the folder is shared.
7. Click Done

8. Go to "Security Tab", select "QBDataServiceUserXX", make sure the permission is set to Full Control ( or Read/Write) permission
9. Click on "Advanced" button to go to "Advanced Security" setting for QBDataServiceUserXX is “Include Inheritable permissions from the objects parent"
   and select "Replace all existing inheritable permissions on all decendants with inheritable permissions from this object"

If you do not see the QBDataServiceUserXX listed in the FileSharing window, repeat steps 3 through 7 to add the user for your product.

Share Folders in Windows Vista
  1. Locate and select the shared folder.
  2. Right-click the folder and select Share.
  3. In the File Sharing window, enter the name you want to add or use the drop-down arrow to select the user.
  4. Click Add button.
  5. In the Permission Level column, select the Reader drop-down arrow and select Co-owner.
  6. Click Share. You will see a confirmation message stating, Your folder is shared.
  7. Click Done.
  8. Go to "Security Tab", select "QBDataServiceUserXX", make sure the permission is set to Full Control ( or Read/Write) permission
  9. Click on "Advanced" button to go to "Advanced Security" setting for QBDataServiceUserXX is “Include Inheritable permissions from the objects parent"
    and select "Replace all existing inheritable permissions on all decendants with inheritable permissions from this object"

If you do not see the QBDataServiceUserXX listed in the FileSharing window, repeat steps 3 through 7 to add the user for your product.

Share Folders in Windows XP

Windows XP Pro:

  1. Be sure simple file sharing is disabled:
    1. Double-click the My Computer icon.
    2. Select the Tools menu and select Folder Options.
    3. Click the View tab, and scroll to the bottom of the list.
    4. Click to clear the Use simple file sharing (Recommended) checkbox and click OK.
  2. Locate and select the shared folder.
  3. Right-click the shared folder and select Properties.
  4. Click the Sharing tab, choose the Share this folder option, and click the Permissions button.
  5. In the Group or user names section, select Everyone.
  6. In the Permissions for Everyone section , select Full Control checkbox in the Allow column.
  7. Repeat steps 5 & 6 for the QBDataServiceUserXX (or the user appropriate for your QuickBooks Product).

 

Windows XP Home Edition

  1. Click the Windows Start button and select Run.
  2. Enter shrpubw and click OK.
  3. In the Shared folder wizard, click Next.
  4. Click Browse and select the shared folder.
  5. Enter a name for the share (this name can be the same as the folder name), and then click Next.
  6. Select Customize permissions, and then click Custom.
  7. In the Group or user names section, select Everyone.
  8. In the PermissionsforEveryone section , select FullControl checkbox in the Allow column.
  9. Select QBDataServiceUser (or the user appropriate to your version of QuickBooks) and select Full Control.

 

Create the QBDataServiceUserXX if it does not exist
  1. Click the Windows Start button and select Run. Enter control in the Open field and click OK.
  2. Double-click User Accounts.
  3. Click Create a new account and enter the QBDataServiceUser for your product.
  4. Click Next and select Computer administrator.
  5. Click Create Account and close the User Accounts window and the Control Panel.
  6. Go to Start, Run, Services.Msc , make sure "QuickBooksDBXX" for your QuickBooks version is running (If you only have one most recently, You can disable the old QuickBooksDBXX that not applicable to your QuickBooks Version)
     
    • QuickBooks 2013 or QuickBooks Enterprise 13 - QuickBooksDB23
    • QuickBooks 2012 or QuickBooks Enterprise 12 - QuickBooksDB22
    • QuickBooks 2011 or QuickBooks Enterprise 10 - QuickBooksDB20
    • QuickBooks 2010 - QuickBooksDB19
    • QuickBooks 2009 - QuickBooksDB18



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