What is the Resource Manager in Atom and what is it for?
Introduction
Has it ever happened to you that you need to use the same file in several Smartons or flows, but you end up uploading it several times and then it is difficult to make sure that they are all updated?
It may also happen that you do not remember in which flow or Smarton a document is being used, and that complicates maintenance.
The Resource Manager is the space within Atom where you cancentralize and reuse resources(for example, files and knowledge bases), so that you can use them in different Smartons and flows without duplicating them. Thus, if you update a file only once, all the places where it is referenced are kept up to date.
IMPORTANT: If a file is uploaded and has no use for 30 consecutive days, the file is automatically deleted to prevent unused files from being saved.
Where do I find the Resource Manager and who can see it?
You can access the Resource Manager, with your Admin profile, from:
Settings → Resource manager
What sections does the Resource Manager have?
In the side menu of the Resource Manager you will find different sections for different types of reusable resources. Among its subsections are: Files and dynamic tables.
1) What do I find in "Files"?
This section groups files that are used asinformation sources for Smartons(for example, FAQs, catalogs, policies, instructions).
Here you can:
Create folders to organize documents
Upload files
View processing status (necessary for AI use)
Update versions
See in which flows/Smartons each file is being used
In the view you will see the following columns:
Name
Type
Status
Size
Created
Updated
Uses(number of uses this resource has)
Actions(if you click on the three points, you will see View details and Update file)
How do I upload a resource to Files?
Click on the "Upload Files" button
You will then see the following modal that will ask you the type of file: whether it is aknowledge base or general file.
Knowledge Bases are files that will be used as knowledge bases in Atom features that use AI, for example, Smarton. If you select Knowledge Base, the supported formats are: PDF, DOCX, XLS, CSV
General Files will be used in Atom modules that do not use AI. For example, an image that will be used in a template. If you select General File, the allowed formats are: .PDF, .DOCX, .XLSX, .CSV, .PNG, .JPG, .JPEG, .SVG
💡IMPORTANT: A general file will never be available for a Smarton and vice versa.
If you selected knowledge base type files, once uploaded, an automatic description of the file will be generated that describes its content, which you can modify if you wish. It is very important that the description matches the content of the file to give the necessary context about the content of the file to the Smarton.
Once you are satisfied, you can click onUpload File, and it will be incorporated into the Resource Manager.
File administrator actions
What can I view in View Details?
Here you can view information regarding the file in the selected column. You will have the Information, History and Uses sections.
InInformation, you will see information such as its type, date of creation, its size, and when it was updated.
You can also edit the file description by clicking on the pencil, but it only applies to Knowledge Base type files, as seen in the following image:
InHistory, you will see information such as its creation and the number of times it has been updated.
InUses, you will see information related to where it is used.
How does Update File work?
When you click onUpdate filefrom theActionsmenu, you will see the following modal, where you can upload a new file to replace the file that is already uploaded. It is important that it has the same extension as the pre-existing file.
Simply click onSelectto upload the new version and then click on theUpdate Filebutton.
How do I organize files with folders within the Resource Manager?
The administrator works similarly to a file explorer:
You cancreate foldersand navigate between them
You will see a navigation path (breadcrumb) at the top
Basic rules apply such as:Do not allow duplicate names(for example, two files with the same name within the same level)
Do not allow duplicate names(for example, two files with the same name within the same level)
It is not allowed to upload the same file twice. If you try, you will get an error message. We take care that you do not save duplicate information
How is the Resource Manager related to the migration of generic Smartons?
If you have old flows where the files were uploaded "directly into the Smarton" (legacy), those documentsdo not yet live in the Resource Manager.
Key point:
Migration is not automatic. It is manual.
It is requested when the user tries to edit their flow.
When you edit a flow with legacy generic Smartons:
the system detects files that require migration
shows you a modal
you canSkip for noworMigrate all
when migrating, the files are saved in theResource Managerand the corresponding references are created
This allows, from that moment on, the management to be centralized.
Are resources shared between companies or environments?
No. Resource Manager resources are managedper company/environment.
If an organization has multiple environments (for example, by country), the files must be uploaded in each environment where they are needed.
Best practices for using the Resource Manager
Use folders by context(brand, line of business, country, channel, etc.).
Name files clearly(for example: "Kia2026 Catalog", "Support FAQ", "Changes Policies").
Review the automatic description: if it is ambiguous, it may be a sign that the content of the file is confusing or poorly structured.
Do not mix unnecessary information in a Smarton: a Smarton only accesses the files that it has selected.
In Dynamic Tables (Beta), ensureconsistent data(values, language and structure), to avoid inconsistent responses.