Hmm.. I know I have in the past managed in doing what you're trying to by placing the file as 'common.xml' data and then force-loading the 'book' before the players connect.
Note that it has to be set up and forced
before the players connect, once they connect, the changes you make to the permissions will not work, is what I've found.
But I would definitely say common.xml + force-load is what you're looking for, you must be missing a step somewhere along the way.
As far as the 'export' thing, I think that's only done when you want a 'campaign' or 'adventure' type of module. I don't think you need to do it in this case either.
I think some screenshots would definitely help out.
Edit ->
Here is the thread where I had (what seems to be) the same problem as you. It includes a step-by-step of everything I did. Maybe it'll help.