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DrewGirton
February 7, 2022
Question

In a shared Windows Server, how can we allow non-admin Windows Server users to be able to create portable company files?

  • February 7, 2022
  • 2 replies
  • 0 views

Hi there,

 

We are a Cloud solution and host servers for our customers to connect to. This is a shared Windows 2016 server with Quickbooks Premier edition 2019. The users that connect to Quickbooks are not Windows Server admins. So they have to call in for us to login as a server admin and create the portable company file for them. My ask is - How can we allow the users that are not server admins to be able to create portable company files in Quickbooks?

2 replies

AlexV
AlexV
February 8, 2022

Hello DrewGirton!


Allow me to assist you in creating portable company files.


Each user has unique access and limitations to the company file. It's required to log in as an admin to create a portable company file. This is to prevent any unauthorized access to the data.


You can check this article for the detailed steps on how to create a portable company file and create a backup file:

 

You can always reach out to us here if you have other concerns. Take care!

D
DrewGirtonAuthor
February 8, 2022

Hi Alex,

 

Thanks for your response. I understand they need to be an Admin within Quickbooks. We did successfully create the portable file but only because I logged in with my local Windows admin account and signed in with their Quickbooks admin credentials. Our users that access Quickbooks are not Windows admins. We were only able to create the portable file using my Windows Admin account while logging into Quickbooks with their Quickbooks admin account. How can I allow the Quickbooks admin to be able to create the portable file if they are not a Windows admin? I don't want the users to have to call us every time they need to do this.

 

Thanks

A
Archie_B
February 8, 2022

Thank you for letting us know, DrewGirton.

 

Let me add some information in adding Windows user and giving access permission to QuickBooks programs.

 

You can add a Windows user with administrator rights. Use these links from Microsoft for the steps to create Windows users and give them admin rights:

 

 

After that, you can give admin access to QuickBooks Desktop. However, if your Windows server has a domain controller, you don't have to follow these steps. I'd recommend reaching out to a qualified Microsoft IT professional who can add the Database Server Manager user as a Domain Administrator.

 

To give admin access to QuickBooks programs:

 

  1. Close QuickBooks Desktop.
  2. Click the Windows Start menu.
  3. Open Control Panel and then go to User Accounts.
  4. Find the QBDataServiceUserXX for your version of QuickBooks Desktop. For QuickBooks Desktop 2020, look for QBDataServiceUser30. For the 2019 version, look for QBDataServiceUser29. The number goes down for each version.
  5. Tap Change the account type and then Administrator.
  6. Select Change Account Type, then hit Apply to save your changes.
  7. Repeat these steps for each version of QuickBooks Database Server Manager you use.

 

That should do it. I've included this article for your reference: Create Windows users and give them administrator rights.

 

You may also check this link to learn more about the different user roles and access: QuickBooks Desktop Users and Restrictions.

 

Feel free to get back to me for any follow-up questions about users roles and permissions. I'll be here to help. Have a great day!

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