Configuring Remote Data Sharing Company File Access in QuickBooks
How to specify which company files remote applications can reach through QuickBooks Remote Data Sharing, including choosing between open-file and selected-file modes.
QuickBooks Desktop’s Remote Data Sharing (RDS) feature lets third-party applications connect to company files from another machine on the network. The catch: administrators must explicitly tell the RDS server which company file or files remote apps are allowed to reach, and a mismatch between the access mode and the open-file state is a common reason those connections fail.
Two Access Modes
The RDS server console offers two distinct access modes, and choosing the right one determines whether QuickBooks itself needs to be running on the server machine.
Open company file mode requires QuickBooks to be actively running on the same machine hosting the RDS server, with a company file already open. Every remote application that connects is funneled to whichever file happens to be open at that moment — there is no way to specify a particular file in this mode. The user working in QuickBooks must grant access when the RDS server requests it.
Selected company files mode does not require QuickBooks to be running at all. Instead, the administrator builds a list of one or more company files that remote applications can access independently. This is the more flexible option for unattended or multi-file environments, and it allows the RDS server to start automatically with Windows by enabling the corresponding checkbox on the server console.
Adding and Removing Files
In selected-files mode, administrators populate the list by clicking the Add button in the Company Files for Remote Access window and walking through the file-selection prompts. Removing a file is equally straightforward: select it from the list and click Remove.
The Default Company Problem
One of the most common pitfalls in selected-files mode involves the default company setting. When a remote application initiates a session without naming a specific company file, the RDS server looks for a default to fall back on. If no default is configured and the application does not specify a file, the session attempt fails outright — unless QuickBooks happens to be running with a file open at that time.
Things get trickier when a default is set. If the remote application does not name a file but a default is configured, the connection still fails if QuickBooks is running with a different company file open. The only exception is when the open file and the configured default are the same file. In short: having QuickBooks open with one file while the RDS default points to another creates a conflict that blocks the connection.
Making Changes
To configure the access mode, open the RDS server console from the Windows Start menu under the QuickBooks program group, then click Change Options to reach the Company Files for Remote Access window. Select the appropriate radio button for either mode.
Administrators can adjust these settings whether the RDS server is currently running or stopped. However, changes made while the server is active do not take effect immediately — the RDS server must be restarted for the new configuration to apply.
Practical Takeaway
Most connection failures trace back to one of three things: the wrong access mode for the workflow, a missing default company file, or a running instance of QuickBooks holding a different file open than the one the remote application expects. Verifying all three before troubleshooting further usually resolves the issue. For broader guidance on QuickBooks Desktop configuration and troubleshooting, including remote access setup and common connection errors, additional resources are available across our network.