🔄 What changes with the new Resource Manager?
Before, each file you uploaded to a Generic Smarton was associated exclusively with that Smarton. This generated document duplication, difficulty in keeping information up to date, and risk of inconsistencies between flows.
With the centralized Resource Manager:
Files are uploaded only once.
They can be reused across multiple Smartons and flows.
Updates automatically impact all Smartons that reference them.
🎯 Who does this update apply to?
✅ Applies to:
Those using Flowbuilder with Generic Smartons.
Cases where knowledge documents are uploaded such as: catalogs, FAQs, policies or manuals.
❌ Does not apply to:
Smartons that consume information exclusively via API.
Databases connected through external integrations (e.g. Google Sheets via API).
Message components or catalogs managed from integrations.
⚠️ Is file migration automatic?
No. Migration is not automatic. It is a manual process that, for now, is optional.
Existing Smartons and flows will continue to work exactly the same. Migration is only requested when you decide to edit a flow that contains Generic Smartons with old (deprecated) files.
When does the warning appear? Only when you click Edit flow (whether published or in draft) and the system detects outdated files. At that moment, you will see an informational modal inviting you to perform the migration.
🛠️ Step by step: How to perform the migration?
1) Start editing your flow Go to an existing flow and click Edit flow. If it contains deprecated files, the migration warning will be displayed.
2) Review the migration modal The warning will indicate how many files need to be migrated and in which Smartons they are being used.
3) Choose an option
Option A — "Migrate All" button: The process starts and files are moved to the Resource Manager. The flow enters "Migrating" state. During this state, management actions (edit, duplicate, deactivate) are temporarily disabled.
Option B — "Skip for now" button: No migration is executed. The flow opens for editing preserving the previous upload interface. Migration will remain pending for another time.
4) Wait for completion The process may take a few minutes depending on file size and quantity. You can navigate through other Atom modules without issue. Upon completion, you will receive a confirmation email.
5) Edit the migrated flow Flow actions will be enabled again. Migration will not be requested again and your files will already be stored in the Resource Manager.
🛡️ Frequently Asked Questions about the process
What happens if something fails during migration? There is no risk of information loss. The original flow is preserved unchanged and migration runs in parallel. If an error occurs, the process is reverted and everything remains exactly as it was.
What happens if the same file was uploaded multiple times? The system performs automatic analysis. If it detects identical files, it unifies them. The document will be stored only once in the Resource Manager, maintaining the reference in all corresponding Smartons.
How do I manage files after migrating? Once migrated, you must go to your Smarton > Smarton Customization > Knowledge Bases. When you enable the toggle, you will be able to:
Select existing files in the Resource Manager.
Upload new files directly.
Update a file by uploading a new version.
Remove a file from the Smarton without deleting it from the Manager.
💡 Benefits of the new model
This change is designed to simplify your operation:
Centralized updates: A document is updated once and reflected in all Smartons that use it.
Fewer inconsistencies: You avoid some flows being left with outdated information.
Reusability: You no longer need to upload the same file dozens of times.
Less effort: Especially useful for FAQs and policies that change frequently.
📌 Will migration be mandatory in the future?
Yes, but gradually. Initially it is manual and optional. After monitoring stability in the first few weeks, migration will become mandatory to be able to edit flows with old files.
🔒 Important: For now, nothing is migrated without your consent. It only executes if you confirm it when attempting to edit.
Quick transition with no data loss! 🚀
With the new Resource Manager, your Smartons will be better equipped than ever. Take advantage of this update to organize your knowledge base and provide even more accurate answers. ✅