Security changes always seem to be a point of contention for QuickBooks Desktop users. When passwords were made mandatory for Company files containing sensitive data like Social Security numbers and EINs (as well as many other identifiers), about half the users were thrilled with the changes, while half complained loudly that they hated having to log in.
With QuickBooks 2018 Desktop, you can keep users logged in so they don't have to it every time they open or switch Company files.
I suspect about 50 percent of all QuickBooks users will love this option. Of course, those who don't think this option is a good idea don't have to turn the preference setting on.
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To configure this feature: Go to Company > Users > Manage Login Settings and select the “Keep user logged in for…” option. Specify the log in period – the options range from two days up to 90.
You'll also find this setting under Edit > Preferences > General > Company Preferences: Select the “Keep user logged in for…” option. Specify the login period – the options range from two days up to 90.
Regardless of the path used to configure this option, you must be logged in as the Admin user in Single-user mode to change this feature preference.
Users will be automatically logged out of QuickBooks at the end of the log in period you configured under this preference.
Having this preference enabled does not preclude or prevent a user from logging out of QuickBooks at the end of any session.
I would be remiss in not explaining some of the ramifications about using this option:
1. Because users remain logged in, when you attempt to back up QuickBooks internally (either manually or scheduled), you'll be restricted to either the "quicker" or "no" verification options. This means you will not be performing a completely verified backup of QuickBooks. It also means the companion QBW.tlg (transaction log) file will not be reset as part of the process. In addition, you could be missing identifying some forms of data corruption.
2. In my way of thinking, this is a "hackers (external or internal) delight." I can't say it any nicer. If a hacker can access your computer, he can gain access to your QuickBooks Company file(s) because you opted to remain logged in. In these times of ever increasing information theft and data ransom, it seems that all you're doing by using this option is inviting trouble.
By the way, this feature was actually rolled out in a later maintenance release update of QuickBooks 2017 Desktop Products, so it isn't actually new to QuickBooks 2018. But since this is the first product year where the option is available from Day 1, we decided to include it in our list of newbies.
Editor's Note: The information and screen shots appearing in this article were taken from a pre-release version. There could be differences from what's included here and what exists within the initial or subsequent releases of the software.
Get the inside scoop on 2018 QuickBooks Desktop
Join us for our next "QB Talks" on Sept. 13, where our very own Murph will share what he knows about the new 2018 QuickBooks Desktop roll out. If you're using Desktop, this will be one of your first opportunities to get "the inside scoop."
To sign up for the 1 p.m. (EST) session, click HERE.
To sign up for the 6 p.m. (EST) session, click HERE.