Managing the File Server Abilities of the Synology System

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Overview

This article will guide administrators in the creations of users, shares, and groups on the Synology Disk Station.
Please refer to the How to share data locally using the Synology server as a File Server for further background information about this article.


How to Create a User Account on the Synology System

Basic overview: This will guide the administrator in the creation of user accounts, a method of allowing users to access the Synology system.
Note: if private folders for each user is required, please enable the "homes" service on the Disk Station.


Step 1:

Begin by logging into the Synology Disk Station Manager using the Administration account.

NewUser01.jpg

Step 2:

Launch the Create User Wizard

  • Note: if using DSM 3.0, please open Control Panel and click on User
NewUser02.jpg

Step 3:

Click Next

NewUser03.jpg

Step 4:

Enter the values as described

  • Name: The username which will be used to access the Synology system
    • The username is case sensitive and supports 1 to 15 Unicode Characters, excluding the following symbols
      • ! " # $ % & ' ( ) * + , / : ; < = > ? @ [ ] \ ^ ` { } | ~
    • The first character cannot be a minus or a space, and the last character cannot be a space
  • Description: A description for the user
    • The user description is case sensitive and supports 64 displayable Unicode Characters.
  • Email: An email address of the user
  • Password: The password is case sensitive and supports 127 displayable characters, including letters, numbers, symbols, and space.
NewUser04.jpg

Step 5:

Select which groups should this user join.

  • Note: As this is a new installation in this example, there will be only a one user group, which is the system default, users
NewUser05.jpg

Step 6:

Here is where priviledges to specific shares can be assigned

  • Note: As this is a new installation in this example, there is no shares to assign permissions to
NewUser06.jpg

Step 7:

Here, assign the applications of the Disk Station Manager that this new user will have access to.

NewUser06b.jpg

Step 8:

Here is where the settings are reviewed, click next to continue

NewUser07.jpg

Step 9:

Finished creating a new user

NewUser08.jpg

Notes:

  • Usernames can be searched, under the search box of the User Management Menu, which can be found under Privileges -> Users.
  • Disabling accounts will cause the account to not function, and that particular user cannot login to the Synology system
  • To remove a user, go to the User Management Menu, select the account to be deleted, and click delete
  • The quota values of users must be a positive integer value. For systems using multiple volumes, quotas can be set for each individual volume. A quota value of zero will set the user to have unlimited quota size
  • The Email notification (found under System -> Notification) must be set correctly in order for users to receive emails when their account is created or modified.
  • To see Domain Users under the User Management Menu, the administrator must have the Synology system join the Domain Network, and assigned their shared folder privileges.
  • Max User Accounts
    • 128 Accounts: DS109j, DS209j,
    • 1024 Accounts: DS109, DS209, DS409Slim
    • 2048 Accounts: DS109+, DS209+, DS209+II, CS407e, DS409, DS409+, DS509+, RS409, RS409+, RS409RP+
    • The maximum limit of older Synology Disk Stations can be found here
  • For more advanced options, please look under the User Management Menu, under Privileges -> Users


How to Create a Shared Folder on the Synology System

Basic Overview: this will guide the administrator in creating shares on the Synology Disk Station, the most basic method of having data being stored on the Synology Disk Station.


Step 1:

Begin by logging into the Synology Disk Station Manager using the Administration account.

NewUser01.jpg

Step 2:

Launch the Shared Folder Wizard

  • Note: if using DSM 3.0, please open Control Panel and click on Shared Folder
SharedFolder00.jpg

Step 3:

Click Next to continue

SharedFolder01.jpg

Step 4:

Fill in the values as described

  • Name: The name of the share to be created.
    • The folder name is case insensitive and supports 1 through 32 characters, except for the following
      •  ! " # $ % & ' ( ) * + , / : ; < = > ? @ [ ] \ ^ ` { } | ~
    • The first character cannot be a minus or a space, and the last character cannot be a space.
    • The following folders are reserved by Synology system, these folder names should not be used. The folder names will appear in the Synology system when the associated service or hardware is enabled.
      • global, home, homes, music, NetBackup, photos, printers, public, satabackup, satashare, surveillance, usbbackup, usbshare, video, web
      • For usbshare and satashare, these are prefixes and a number will appear after the name to denote which drive is used. When the external drive is ejected properly, the shared folder will also be removed
      • For Single-bay models, the folder public will automatically be created. Administrators of Multi-bay models must create the folder public, if desired.
  • Description: A description of the shared folder
    • The Shared folder description is case sensitive and supports 1 through 64 displayable Unicode Characters
  • Location: For multi-volume systems, here is where the Administrator can designate where this should folder be created and store it's data.
  • Hide this folder in "My Network Places": This option is for Windows Users, and will hide the share from being viewed from Windows Network Explorer. Hiding the share will not affect the permissions of the share in question, and users who have access to the share can still access the folder by manually typing the path of the folder, which is \\SynologyBox\HiddenSharedFolder in Windows explorer.

Step 5:

Here is where access rights can be assigned to the recently created public folder. In this example, all users are given all access to shared folder.

SharedFolder03.jpg

Step 6:

Verification of settings of the shared folder to be created

SharedFolder04.jpg

Step 7:

Finished creating the shared folder

SharedFolder05.jpg

Notes

  • Max Shared Folders
    • 128 Shares: DS109j, DS209j
    • 200 Shares: CS407e
    • 256 Shares: DS109, DS109+, DS209, DS209+, DS209+II, DS409, DS409+, DS509+, RS409, RS409+, RS409RP+
    • These numbers do include the system folders which the Synology system uses, if activated.
    • The maximum limit of older Synology Disk Stations can be found here
  • To remove a share, proceed to the Shared Folder Management Menu, under Privileges -> Shared Folder; select the folder to be deleted, and click Delete
    • Disclaimer: this will delete all data contained within the folder, be sure that this data is not needed or backed up to a different location
  • For more advanced options, please look under the Shared Folder Management Menu, under Privileges -> Shared Folder


How to Create a Private Share on the Synology System

Basic overview: This will guide the administrator to create a private shared folder, which is useful for storing personal data, such as backups of user created content.

  • Note, this guide is similar to how to shared folder, look here for more information.
  • Another way of creating private shares is to use the "home" function of the Synology Disk Station, click here to create a home folder.


Step 1:

Begin by launching the Shared Folder Wizard

  • Note: if using DSM 3.0, please open Control Panel and click on Shared Folder
PrivateFolder01.jpg

Step 2:

Set the name, description, and if necessary, the location of the shared folder.
Note: Its recommended to have the folder name to be the same as the user name for the shared folder. This will allow ease of management, and

maintain consistency between the user profiles, and shared folders.

PrivateFolder02.jpg

Step 3:

On the Assign Access Rights Window, click on Specific User, and select the user who will have access to this folder. In this example, the user synodemo is used.

PrivateFolder03.jpg

Step 4:

Click Next to proceed.

PrivateFolder04.jpg

Step 5:

Confirm the settings and click next to finish.

PrivateFolder05.jpg

How to Create a Private "home" folder for all users on the Synology Disk Station

Overview

This will guide the administrator to enable the "User Home" Service, which will set the Disk Station to automatically generate private folders for each registered users on the Disk Station.

What is a "home" folder

Introduced in DSM 2.1, the "home" folder is an automatically created private folder for each user that is registered with the Synology Disk Station. With this function enabled, users which have been created on the Disk Station will have personal storage shares ready for use, no further administrative action needs to take place to create private folders for each user registered on the Disk Station. This function is also available for ADS Domain Users, in DSM 2.2

How to enable the User Home Service

Step 1:

If using DSM 2.1, proceed to Privileges --> Users --> Click on User Home --> Click on Enable User Home Service --> Click Ok
If using DSM 3.0, proceed to Control Panel --> User --> User Home --> Enable User Home Service --> Click Ok

UserHome.png


How to access the private user from a "user" perspective

When mapping or connecting to the Disk Station, when a user logs in, the credentials used will direct the user to that particular user's home folder. And the path to the home folder is \\diskstation\home -- this link is in reality, a "short-cut" to store the user's private data. Details of the short-cut will be covered in the section.


How to manage the home data from an "administrator" perspective

For users to access the data, mapping the path of \\diskstation\home is used and the user can access and store their private data. This data can only be accessed by that particular user, or the administrator of the Synology Disk Station. All user home data is stored under \\diskstation\homes\userX with userX the name of each user which has been registered on the Disk Station. If, for example, user1 signs into the Disk Station, they will user the \\diskstation\home to access their data, but their data is actually stored under \\diskstation\homes\user1


Notes about domain user home folders

Domain User Home Folders will be created in a separate "Domain Name" folder underneath the homes folder. Also, domain user home folders will only be created after the Domain User logs into the DiskStation for the first time.


How to Adjust the Privileges on the Synology Server

Basic overview: this guide will cover the basic of Privilege Administration, to allow only certain users specific rights with specific shares.

Step 1:

After logging into the Synology Disk Station Manager, proceed to

  • Privileges
  • Shared Folder
  • Select a Folder to adjust the Permissions
  • Click on Privilege Setup


As seen on the image to the right, the Local Groups are displayed, and for this particular folder, all members of the group users have Writable Access to the public1

  • Note: if using DSM 3.0, please open Control Panel and click on Shared Folder, select a folder and click Privilege Setup
Privileges01.jpg

Step 2:

Selecting from the "drop down" list, as depicted on the right, the Local Users can be selected from the list. From here, individual user

permissions can be manipulated for the selected share

Privileges02.jpg

Tips

To create a public access folder

Use the Local Group Permissions to assign a Group specific access right (RO, RW) to a public access folder. It is not recommended to manipulate

the individual User permissions

To create a private access to a folder
  • Under the Local Group Permissions, deselect all access Permissions
  • Switch to Local Users Permissions, and assign the permissions to each user that needs access to the private access folder
When to use the No Access (NA) Privilege

This privilege is useful for business administration, and one example of using the No Access privilege is when a user is a member of a group where the group has access to a share on the Synology system. However the administrator does not want this specific user to access the share, then the administrator can give this user the NA privilege under the user permissions. If a user or a group does not have any selected permissions to a share, that particular user or group will not have access to the selected share.


How to Create Groups on the Synology System

Basic overview: By having multiple users joining the a group profile, it allows the administrator of Synology system more efficient management. This is done where the administrator can assign a whole group a level of permissions, such as RW access to particular shared folder. By doing this, the administrator can save a lot of time from repeating the same permissions for a whole batch of users.

Step 1:

  • After login into the Disk Station Manager, go to Privileges -> Groups
  • Afterwards, click on create
  • Note: this is also where groups can be removed. To do this, select the group to be deleted and click delete.
  • Note: if using DSM 3.0, please open Control Panel and click on Groups
Groups01.jpg

Step 2:

Enter the information as described below

  • Group Name: The name of the group
    • The Group Name is case sensitive and supports 1 to 15 Unicode Characters, excluding the following symbols
      • ! " # $ % & ' ( ) * + , / : ; < = > ? @ [ ] \ ^ ` { } | ~
    • The first character cannot be a minus or a space, and the last character cannot be a space.
  • Group Description: A description of the group
    • The Group Description is case sensitive and supports 1 through 64 displayable Unicode Characters
Groups02.jpg

Step 3:

The new group has been created

Groups03.jpg

Step 4:

This will cover how to add members to the newly created group.

  • Select the Group to edit the members, then click on Edit Members -> Add -> Select the user(s) for this group.
  • Afterwards, click Ok
Groups04.jpg

Step 5:

The final result of adding 'synodemo to the demo group

  • Note: This is also where members can be removed from the group, to do this, select the user account to be removed, and click remove
Groups05.jpg

Notes

  • Max Groups
    • 64 Groups: DS109j, DS209j
    • 128 Groups: DS109, DS209, DS409Slim
    • 256 Groups: DS109+, DS209+, DS209+II, CS407e, DS409, DS409+, DS509+, RS409, RS409+, RS409RP+
    • The maximum limit of older Synology Disk Stations can be found here
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