What is the Resource Manager in Atom and what is it for?
Introduction
Have you ever needed to use the same file in multiple Smartons or flows, but ended up uploading it multiple times and then found it difficult to ensure that they are all up to date?
It can also happen that you don't remember which flow or Smarton a document is being used in, which makes maintenance difficult.
The Resource Manager is the space within Atom where you can centralize and reuse resources (for example, files and knowledge bases) to use them in different Smartons and flows without duplication. Thus, when updating a file only once, all locations where it is referenced remain updated.
⚠️ IMPORTANT
If a file is sent and has no use for 30 consecutive days, it will be automatically deleted to avoid storing unused files.
Where can I find the Resource Manager and who can view it?
You can access the Resource Manager, with the Admin profile, from:
Settings → Resource Manager
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 as sources of information for Smartons (for example: FAQs, catalogs, policies, manuals).
Here you can:
Create folders to organize documents
Upload files
View processing status (required for use with AI)
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 times this resource is used)
Actions (by clicking on the three dots, you will see View details and Update file)
How do I upload a resource in Files?
Click on the "Send Files" button
Then, a modal will be displayed asking for the file type: Knowledge base or General file
File types
Knowledge bases
These are files that will be used as a knowledge base in Atom features that use AI, such as Smarton.
Supported formats: PDF, DOCX, XLS, CSV
General files
They are used in Atom modules that do not use AI, for example, an image used in a template.
Allowed formats: PDF, DOCX, XLSX, CSV, PNG, JPG, JPEG, SVG
IMPORTANT:
A general file will never be available for a Smarton, and vice versa.
If you select a file of type Knowledge base, after uploading, a description of the file will be automatically generated that summarizes its content. This description can be edited if desired.
It is very important that the description is aligned with the content of the file, as it provides the necessary context for the Smarton to correctly understand the information.
After confirming, click on Send 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 related to the selected file. The Information, History and Uses sections will be available.
Information: file type, creation date, size and date of last update.
It is also possible to edit the file description by clicking on the pencil icon — this only applies to files of type Knowledge base.
History: information about the creation of the file and how many times it has been updated.
Uses: shows where the file is being used.
How does "Update File" work?
When you click on Update file in the Actions menu, a modal will be displayed where you can send a new file to replace the current one.
⚠️ It is important that the new file has the same extension as the existing file.
Just click on Select to load the new version and then on Update File.
How to organize files with folders within the Resource Manager?
The Resource Manager works similarly to a file explorer:
You can create folders and navigate between them
A navigation path (breadcrumb) is displayed at the top
Basic rules applied: Duplicate names are not allowed (for example, two files with the same name at the same level) It is not allowed to send the same file twice; if you try, an error message will be displayed This ensures that duplicate information is not stored
Duplicate names are not allowed (for example, two files with the same name at the same level)
It is not allowed to send the same file twice; if you try, an error message will be displayed
This ensures that duplicate information is not stored
How does the Resource Manager relate to the migration of generic Smartons?
If you have old flows where the files were loaded directly into the Smarton (legacy), these documents are not yet in the Resource Manager.
Key point:
Migration is not automatic — it is manual
It is requested when the user tries to edit the flow
When editing a flow with legacy generic Smartons:
The system detects files that need to be migrated
A modal is displayed
You can Ignore for now or Migrate all
When migrating, the files are stored in the Resource Manager and the corresponding references are created
This allows, from this moment on, the management to be centralized.
Are resources shared between companies or environments?
No. Resource Manager resources are managed per company/environment.
If an organization has multiple environments (for example, by country), the files must be sent 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 the files clearly (for example: Kia Catalog 2026, FAQ Support, Exchanges 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 it has selected.
In Dynamic Tables (Beta), ensure consistent data (values, language and structure) to avoid inconsistent responses.