How does file migration work with the new Resource Manager in Smartons?
What changes with the new Resource Manager in generic Smartons?
Before, each file you uploaded to a generic Smarton was associated only with that Smarton. This generated:
Duplication of documents
Difficulty maintaining updated information
Risk of inconsistencies between flows
With the centralized Resource Manager:
Files are uploaded only once
They can be reused in multiple Smartons and flows
Updates automatically impact all Smartons that reference them
Where will this update appear?
Applies to:
Those who use Flowbuilder with generic Smartons
Cases where documents are uploaded such as:cataloguesFAQs policiesknowledge bases
catalogues
FAQs
policies
knowledge bases
Does not apply to:
Smartons that consume information exclusively via API
Databases connected by external integrations (for example, 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 is optional for the moment.
Existing Smartons and flows continue to function exactly the same until you decide to edit a flow.
👉The migration is only requested when you decide to try to edit a flow that contains generic Smartons with deprecated files.
When is migration requested?
The migration request appears only in this scenario:
You click on Edit flow (either a published or draft flow)
The system detects generic Smartons with outdated files.
At that moment, Atom displays an informative modal inviting you to perform the migration.
How is the migration done step by step?
1) Edit your flow
Enter an existing flow.
Click on Edit flow.
If the flow contains deprecated or outdated files, a migration notice will be displayed.
2) Review the migration modal
The modal indicates:
how many files need to be migrated
in which Smartons they are being used
At this point, you decide how to continue.
3) Choose an option
Option A — Click on the Migrate all button
The migration process starts after clicking on the Migrate All button.
The files are moved to the Resource Manager.
The flow enters the “Migrating” state.
During this state, flow management actions (edit, duplicate, deactivate, etc.) are temporarily disabled until the migration process is complete.
Option B — Click on the Skip for now button
No migration is executed.
The flow opens correctly for editing, allowing you to make changes, save them and publish them. It is important to note that, in generic Smartons, the previous upload UI is preserved, since this type of Smarton does not use the Resource Manager.
The migration remains pending for another time.
4) Wait for the migration to complete
The process may take a few minutes (depending on the weight and quantity of files).
You can navigate through other Atom modules without any problem.
Upon completion, you will receive a confirmation email.
5) Edit the already migrated flow
The flow management actions are enabled again and you can proceed to edit it.
The migration is not requested again for that flow.
The files are stored in the Resource Manager.
What happens if something fails during the migration?
There is no risk of information loss:
The original flow is preserved without changes
The migration is executed in parallel
If an error occurs:the process is revertedthe flow remains exactly as it was beforethe files are not lost
the process is reverted
the flow remains exactly as it was before
the files are not lost
What happens if the same file was uploaded multiple times?
If the system detects identical files:
Performs an automatic analysis
Unifies duplicate documents
The file is stored only once in the Resource Manager
The reference is maintained in all corresponding Smartons
How are files managed from a Smarton after migrating?
Once the flow has been migrated, from the Smarton configuration you can:
Select existing files from the Resource Manager (to access it you must go to Smarton > Smarton Customization > Knowledge Bases). By enabling the Toogle, you can select the files you consider to be used.
Upload new files directly from the Smarton
Update a file by uploading a new version
Remove a file from the Smarton without deleting it from the Resource Manager
If a file is referenced in other Smartons or flows, any update will be automatically reflected in all of them.
What does this change facilitate?
This new model is designed to simplify maintenance and reduce errors:
Updates in one place A document is updated once and is reflected in all Smartons that use it.
Updates in one place
A document is updated once and is reflected in all Smartons that use it.
Fewer inconsistencies Prevents some flows from remaining with outdated information.
Fewer inconsistencies
Prevents some flows from remaining with outdated information.
Reuse without duplicating files It is no longer necessary to upload the same file multiple times.
Reuse without duplicating files
It is no longer necessary to upload the same file multiple times.
Less maintenance effort Especially useful for catalogs, FAQs and documents that change frequently.
Less maintenance effort
Especially useful for catalogs, FAQs and documents that change frequently.
Will migration be mandatory in the future?
Yes, but progressively.
Initially, the migration is manual and optional when editing
During the first weeks, Atom will monitor behavior and possible incidents
Once the stability has been validated, the migration will become mandatory to edit flows with deprecated or outdated files.
Important:
🔒 At the moment, nothing is migrated without your consent.
The migration is only requested when you decide to edit your flow and is executed only if you confirm it.