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shared reports not visible to other user

Forum|Forum|5 years ago
November 18, 2020
4 replies
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I have a lot of custom reports which I have saved as shareable to all. I have an new employee starting and when she logs in she cannot see the custom reports. Can someone help?

QuickBooks Online

Best answer by Tori B

this is a huge bug in QBO. I must have 40 reports in categories like budget, audit, month end. Now I have to recreate those? So much work. Shouldn't be the case.

Thanks for your help

Thanks for following up with us, @JoyceGTX.

I understand how frustrating it can be to rebuild these reports so your new user can see them. It causes unnecessary work that some users don't have time for during the workday. But rest assured, I have submitted a feedback request to our product development team. Our product development team analyzes new suggestions and picks some of them to include in future updates.

You can follow all of our latest happenings and updates using our Blog Site.

Additionally, you can review our Tutorials Page to see short how-to videos on all areas of QuickBooks. You'll be a pro before you know it!

Please don't hesitate to let me know if there is anything else that I can do for you. I'm just a Reply away. Feel free to reach out to the Community at any time. Take care!

Jessica_young

Thanks for sharing these details with me, @JoyceGTX.

Let's take a look at different user types within QuickBooks Online. It sounds as if your new employee does not have permissions to view reports. Users with no access rights cannot access any of the accounting features of QuickBooks Online. Here's how you can see this user's permissions:

Select Settings ⚙.
Select Account and Settings or Company Settings.
Select Manage Users.

You will want to check the Employee's role and make sure that they have one of the Standard or Limited roles that include viewing reports. Alternatively, you can double-check that the employee's role matches that of your other employees that can view reports.

To read more on the different kinds of users available within QuickBooks Online, check out this article: What different types of users can I add to my company?

Please let me know if this does not provide a resolution, and if you can provide screenshots of the user's access, we can look at other possibilities! Take care.

J

JStenson

Our employee has ADMIN access and cannot see the custom reports. I have opened, and re-saved the custom reports (even changed the name of the report) and she still cannot see them. What's wrong?

J

JoyceGTXAuthor

thanks for the prompt reply. she is setup as a standard user. please see the attached screenshot. I appreciate your help as I have many customized reports she will need to access.

Jessica_young

Thank you for providing that screenshot so I can look into this further with you, @JoyceGTX.

Once you've added a user with the correct viewing permissions for reports, please note that any reports previously created will not be viewable to the new user. You'll simply need to recreate the report for them to have access to it.

Please let me know if this solution works for you, I'm here to help!

J

JoyceGTXAuthor

this is a huge bug in QBO. I must have 40 reports in categories like budget, audit, month end. Now I have to recreate those? So much work. Shouldn't be the case.

Thanks for your help

A

angel11

In order to share an existing custom report with a new user, the admin simply opens the report and saves customization again. If it was originally shared with all, it will share with the new user ( you cannot change this field). Also, when you delete a report it does not delete it from others who already have it. So you can clean up your list without compromising others!! I just reduce my list by 30 duplicate reports!!

J

JStenson

So, we have a new employee added today. I re-saved our custom reports and she still can't see them. Is there a waiting period for her to be able to view them? This is beyond frustrating.

M

MaryBethP

I am now just realizing that we have this problem as well and was looking for a work around. This is one of the stupidest bugs yet!! Unbelievable. FIX IT!!!

Q

QueenC

Hello there, @MaryBethP.

I can see the urgency of getting this resolved. I also want to get this fixed as much as you do. For now, let me share an update regarding this issue.

I've checked here and as per the update provided, being able to share reports with new users is currently unavailable in QuickBooks Online. We're unable to provide the exact time frame for when this will be integrated into our program. Though we receive a lot of feature requests, our developers are closely reviewing any added features in QBO to avoid errors once they're released in the system.

With this, I recommend you also send your feedback to our Product Developers. Here's how:

Go to the Gear icon, and tap Feedback under Profile.
Enter your comments and product suggestions then select Next.
You'll be provided a list of suggested Help articles related to your comment. You can read through or Skip and send message.
From the drop-down, choose a category then select Send message.

In the meantime, you can follow the workaround above provided by my colleague @RenjolynC. Rest assured that updates of this feature will be released once available.

Additionally, you may read through this article to know more about managing users in QuickBooks Online: Add and manage users.

You can always get back and find me here whenever you need help with reports. I'll be around to assist. Have a great day!

L

larrylaude

I haven't been able to find the workaround you mentioned. Where would i find it?

Larry

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