Sharing Attached QuickBooks Documents with Clients

Overview

You can use the View Access and Notification Settings to share a QuickBooks company file. This allows users to use the SmartVault Toolbar and access documents attached to QuickBooks entries and documents stored in the SmartVault client portal under the VaultName/Applications/QuickBooks folder structure.

You can also use the View Access and Notification Settings to allow users to use the SmartVault Toolbar to view, download, upload, delete, edit document properties, and attach documents to some, but not all, QuickBooks entries. These users can also access documents attached to some, but not all, QuickBooks entries stored in the SmartVault client portal under the VaultName/Applications/QuickBooks folder structure.

For example, you can 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 client portal. In the SmartVault client 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 client 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 client portal.

  Note

If you have shared the vault that the QuickBooks company file is, and you place users in vault-level groups using the Manage Group Members option, some of these users may also have access to the QuickBooks company file. However, these users are not displayed in this list. Only users who have been given access to the QuickBooks company file using View Access and Notification Settings are presented in this list. For more information about sharing a vault using the Manage Group Members option, see Sharing Vaults.

Sharing QuickBooks Documents with Clients

  1. Sign in to the SmartVault Portal.
  2. Expand the vault that contains the QuickBooks company file you want to share.
  3. Expand the Applications folder, and then expand QuickBooks.
  4. Click the QuickBooks company file you want to share.
  5. Click View Access and Notification Settings. SmartVault displays a list of current users in the account who have been given access to the QuickBooks company file.
  6. Click Edit.
  7. Click Add User.
  8. Select the user license type.
  9. If you want to share the QuickBooks company file with an existing user in the SmartVault account, select the user's email address from the menu.
  10. If you want to share the QuickBooks company file with a user who is not currently a user, enter an email address and first and last name.

      Note

    Enable Send email notification to user and include an optional personal message if you want to alert the user to his or her new access.

  11. Choose the access permissions this user should have.

      Note

    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.

  12. Select Upload and Download notifications for the user.
  13. Click Add.
  14. You can make any final adjustments to access or notification settings on the last window. When finished, click Save Settings to invite the user to have access to the QuickBooks company file.

The documents attached to a QuickBooks Online company file are under the VaultName/Applications/QuickBooks Online folder, and the folder structure under Documents is very similar.

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