Sharing QuickBooks Company Files
After you add QuickBooks company files to SmartVault, you can share the QuickBooks company files with other users.
Sharing QuickBooks company files with other users allows you to give other users permission to perform the following actions:
• Use the SmartVault Toolbar to view, download, and attach documents to entries in QuickBooks company files, edit the properties of documents attached to QuickBooks entries, and view and add notes to entries in the QuickBooks company files.
• Use the SmartVault portal to view documents attached to QuickBooks entries in the company file. These documents are stored under the VaultName/Applications/QuickBooks folder structure SmartVault automatically creates when you add a QuickBooks company file to SmartVault, and users do not need to open or even have a copy of QuickBooks in order to use the SmartVault portal to view documents attached to QuickBooks entries and stored in the VaultName/Applications/QuickBooks folder structure.
You can share QuickBooks company files using one of following methods:
• Use the Manage Group Members option on the vault when you want to give users access to every folder and document in the vault without exception, including access to documents attached to QuickBooks entries and stored under the VaultName/Applications/QuickBooks folder structure
• Use the Share & Manage Access option on the QuickBooks company file when you want to give users access to only documents attached to QuickBooks entries and stored under the VaultName/Applications/QuickBooks folder structure.
When you use the Share & Manage Access option to share a QuickBooks company file, you can specify if you want to give the user full access to all of the documents attached to QuickBooks entries, or only selective access to documents attached to specific types of QuickBooks entries, such as inventory-related QuickBooks entries. You can also use the Share & Manage Access option to specify different levels of access based on QuickBooks entry type, such as full access for inventory-related QuickBooks entries, but read-only access for all other types of QuickBooks entries.
For more information about how to use each of these options to share a QuickBooks company file, see the following topics:
