What changed with the QBServer Manager to disallow Administrator users access to company files on a server?

The Server Manager is no longer allowing access by Windows Administrator users to the company files, but is allowing access to standard users. The files are shared and all have read/write settings. This is a recent change. 


Glad to have you here in the Community, dowhancpa

I’ll provide the troubleshooting steps so the Admin users will access the company files.

It’s possible the firewall settings are blocking the Admin access when using the QB Server Manager.

To help fix this, let’s manually configure the firewall settings for the program. This way, it will help remove the firewall blocks to fix the multi-user access issues.

You can first get the dynamic port number for QuickBooks Desktop, here’s how:

  1. Open QuickBooks Database Server Manager.
  2. On the Port Monitor tab, find QuickBooks Desktop.
  3. Take note of the Port Number, which is what you’ll use for your firewall port exception.

Then, let’s add the firewall port exception for the software. Here’s how:

  1. From Windows search bar, open Windows Firewall
  2. Select Advanced Settings.
  3. Right-click Inbound Rules, then select New Rule.
  4. Choose Port, then select Next.
  5. Make sure TCP is selected, then click Next.
  6. Select Allow the Connection, then click Next.
  7. If prompted, make sure all profiles are marked. Select Next.
  8. Give the rule a name, such as QBPorts(year), then select Finish.
  9. Choose Outbound Rules.

After that, let’s open the QuickBooks Desktop again in multi-user mode or over your network to see if the issue has been resolved.

If the same issue persists, you can scan the folders to ensure they're configured properly. This will allow Admin users to help access to the company files. Here’s how:

  1. Go to Start, then choose Programs.
  2. Select QuickBooks, then choose QuickBooks Database Server Manager.
  3. Select Scan Folders and indicate which folders contain QuickBooks company files. If you're not sure where files are stored, you can choose to scan entire disks.
  4. Choose Scan. The display bar will indicate which folders are being scanned.
  5. When scan completes, the company files in the scanned folders are configured for multi-user access.

For more information, you can check out this helpful article: Install, Update, and Set Up the QuickBooks Database Server Manager.

Please let me know how it goes after performing the steps above, dowhancpa. Feel free to add a comment below if you have other concerns, I’ll gladly help. Have a good day!

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IntuitRaymondJay , Community Support Specialist
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