Sharing QuickBooks Company Files Using the Share & Manage Access Option

Working with QuickBooks > Sharing QuickBooks Company Files > Sharing QuickBooks Company Files Using the Share & Manage Access Option

Use the Share & Manage access option to share a QuickBooks company file when you want to give users the ability to use the SmartVault Toolbar and to access documents attached to QuickBooks entries and stored in the SmartVault portal under the VaultName/Applications/QuickBooks folder structure.

Also use the Share & Manage access option when you want to give users the ability to use the SmartVault Toolbar to view, download, upload, delete, edit document properties, and attach documents to some, but not all QuickBooks entries, and to only access documents attached to some, but not all QuickBooks entries stored in the SmartVault portal under the VaultName/Applications/QuickBooks folder structure.

For example, use the Share & Manage Access option if you want to share a QuickBooks company file with users in the following ways:

• Allow the user Fred Fallon to use the SmartVault Toolbar to view, download, upload, delete, edit document properties, and attach documents to only entries associated with inventory in QuickBooks, and also view, download, upload, delete, and edit document properties for documents only attached to inventory entries using the SmartVault portal. (In the SmartVault portal, documents associated with inventory QuickBooks entries are stored in the Items, ToDos, Vendors, Purchase Orders, Item Receipts, Bills & Credits, and Inventory Adjustments subfolders in the VaultName/Applications/QuickBooks/CompanyFileName/Documents folder structure.) Restrict Fred from using the SmartVault Toolbar to work with any other entries in QuickBooks or view documents attached to any other entries in QuickBooks using the SmartVault portal.

• Allow the user Gwen Gonzales to use the SmartVault Toolbar to view, download, upload, delete, edit document properties, and attach documents to all entries in QuickBooks, and also to view, download, upload, delete, and edit document properties for all documents attached to inventory entries using the SmartVault portal.

Note: The QuickBooks company file you want to share must be added to SmartVault before you can share it. For more information, see “Adding QuickBooks Company Files to SmartVault” . Your SmartVault user ID must also be a member of the SmartVault Administrators group or Vault Managers group before you can share a QuickBooks company file. For more information, see “Viewing Activity Logs” .


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To share a QuickBooks company file using the Share & Manage Access option:

1. Sign in to the SmartVault portal. For more information, see “Signing In to the SmartVault Portal” .

2. In the Advanced view, in the left tree pane, expand the vault that contains the QuickBooks company file you want to share.

3. In the left pane, expand the Applications folder, and then expand QuickBooks.

4. Click the QuickBooks company file you want to share.

5. In the right pane, click Share & Manage Access.

SmartVault displays a list of current users in the account who have been given access to the QuickBooks company file using the Share & Manage Access option.

Note: If you have shared the vault that the QuickBooks company file is in by placing users in vault-level groups using the Manage Group Members option, some of these users may also have access the QuickBooks company file based on the groups you placed the users in. However, these users are not displayed in this list. Only users who have been given access to the QuickBooks company file using the Share & Manage Access option are displayed in this list. For more information about sharing a vault or QuickBooks company file using the Manage Group Members option, see “Sharing Vaults Using the Manage Group Members Option” and “Sharing QuickBooks Company Files Using the Manage Group Members Option” .

6. Click Grant User Access.

7. If you want to share the QuickBooks company file with an existing user in the SmartVault account, select the check box in front of the name of each user you want to share the QuickBooks company file with, and then click Add Selected Users.

8. If you want to share the QuickBooks company file with a user who is not currently a user in the SmartVault account, click Invite User Not in List, and then complete the following steps:

a. In the User’s email address field, type the email address of the user you want to share the company file with.

b. In the Personal message field, type an optional message to the user explaining to the user why you are sharing the vault with them.

c. Specify a license type for the user, and then click Send Email.

9. Click Edit Access.

10. If you want the user to have full access to view, download, delete, and attach documents to entries in the QuickBooks company file and view notes associated with entries in the QuickBooks company file, click Full Access, and then click Save access.

11. If you want the user to have more limited access to the company file, click Selective Access, and then complete the following steps:

a. Under Selective Access, select the check box for each folder or folder grouping that you want the user to have access to. The dialog box you see should be similar to the following image:

The settings on this dialog box map to a folder or group of folders in the VaultName\Applications\QuickBooks\QuickBooksCompanyFileName\Documents folder structure, where VaultName is the name of your vault, and QuickBooksCompanyFileName is the name of your QuickBooks company file.

The following image shows this folder structure, which SmartVault automatically creates when you add a QuickBooks company file to SmartVault.

The following table describes how each setting on the Selective Access dialog box maps to the VaultName/Applications/QuickBooks/CompanyFileName/Documents folder structure.


Setting	Folder the Setting Provides Access To
Backups	Backup
Checking and CCs	ToDos Vendors Credit Memos Credit Card Refunds Bill Payments Sales Tax Payments Credit Card Charges and Credits Deposits Checks
Home	Home
Inventory	Items ToDos Vendors Purchase Orders Item Receipts Bills and Credits Inventory Adjustments
Payroll and Employees	To Dos
Purchases and AP	Items ToDos Vendors Customers Purchase Orders Item Receipts Bills and Credits Bill Payments Sales Tax Payments Credit Card Charges and Credits
Reports	Reports
Sales and AR	Items ToDos Customers Invoices Sales Receipts Received Payments Credit Memos Credit Card Refunds Sales Orders Estimates
Sensitive Accounting	Accounts ToDos Journal Entries
Snapshots	Snapshots

b. Under For selected users, user can..., select the appropriate check box.

If you want the user to only be able to upload new documents, select the Upload new documents check box.

If you want the user to only be able to change or delete documents, select the Change or delete documents check box.

If you want the user to be able to upload, change, and delete documents, select both check boxes.

c. If you want to allow the user to only add, remove, and modify documents in the Inbox folder, select the Inbox check box.

The Inbox folder SmartVault created when you added the QuickBooks company file to SmartVault is in the following location:

VaultName\Applications\QuickBooks\QuickBooksCompanyFileName\Documents\Inbox

where VaultName is the name of your vault, and QuickBooksCompanyFileName is the name of your QuickBooks company file.

12. Click Save Access.