feat: add native Excel parsing and improve Google Drive content extraction

- Introduced a new utility for parsing .xlsx files into markdown format, enhancing the ability to process Excel documents natively.
- Updated the Google Drive content extractor to utilize the new Excel parsing functionality, allowing for better handling of spreadsheet files.
- Enhanced file type detection and export logic to support various document formats, improving overall content extraction accuracy.
- Added unit tests to ensure the correctness of the new Excel parsing feature and its integration with existing content extraction workflows.

surfsense_backend/app/connectors/google_drive/content_extractor.py

@@ -14,8 +14,15 @@ from sqlalchemy.ext.asyncio import AsyncSession
 from app.db import Log
 from app.services.task_logging_service import TaskLoggingService
 
+from app.utils.office_parsers import EXCEL_EXTENSIONS
+
 from .client import GoogleDriveClient
-from .file_types import get_export_mime_type, is_google_workspace_file, should_skip_file
+from .file_types import (
+    get_export_mime_type,
+    get_extension_from_mime,
+    is_google_workspace_file,
+    should_skip_file,
+)
 
 logger = logging.getLogger(__name__)
 
@@ -58,29 +65,30 @@ async def download_and_extract_content(
     if "md5Checksum" in file:
         drive_metadata["md5_checksum"] = file["md5Checksum"]
     if is_google_workspace_file(mime_type):
-        drive_metadata["exported_as"] = "pdf"
+        export_ext = get_extension_from_mime(get_export_mime_type(mime_type) or "")
+        drive_metadata["exported_as"] = export_ext.lstrip(".") if export_ext else "pdf"
         drive_metadata["original_workspace_type"] = mime_type.split(".")[-1]
 
     temp_file_path = None
     try:
         if is_google_workspace_file(mime_type):
-            # Workspace files (Docs/Sheets/Slides) use export -- returns bytes
-            # in one shot. These are typically small (a few MB as PDF/text).
             export_mime = get_export_mime_type(mime_type)
             if not export_mime:
                 return None, drive_metadata, f"Cannot export Google Workspace type: {mime_type}"
             content_bytes, error = await client.export_google_file(file_id, export_mime)
             if error:
                 return None, drive_metadata, error
-            extension = ".pdf" if export_mime == "application/pdf" else ".txt"
+            extension = get_extension_from_mime(export_mime) or ".pdf"
 
             with tempfile.NamedTemporaryFile(delete=False, suffix=extension) as tmp:
                 tmp.write(content_bytes)
                 temp_file_path = tmp.name
         else:
-            # Binary files -- stream directly to disk in chunks to avoid
-            # loading the entire file into memory.
-            extension = Path(file_name).suffix or ".bin"
+            extension = (
+                Path(file_name).suffix
+                or get_extension_from_mime(mime_type)
+                or ".bin"
+            )
             with tempfile.NamedTemporaryFile(delete=False, suffix=extension) as tmp:
                 temp_file_path = tmp.name
 
@@ -142,6 +150,11 @@ async def _parse_file_to_markdown(file_path: str, filename: str) -> str:
             raise ValueError("Transcription returned empty text")
         return f"# Transcription of {filename}\n\n{text}"
 
+    if lower.endswith(EXCEL_EXTENSIONS):
+        from app.utils.office_parsers import parse_excel_to_markdown
+
+        return await parse_excel_to_markdown(file_path, filename)
+
     # Document files -- use configured ETL service
     from app.config import config as app_config
 
@@ -236,14 +249,17 @@ async def download_and_process_file(
             if error:
                 return None, error
 
-            extension = ".pdf" if export_mime == "application/pdf" else ".txt"
+            extension = get_extension_from_mime(export_mime) or ".pdf"
         else:
             content_bytes, error = await client.download_file(file_id)
             if error:
                 return None, error
 
-            # Preserve original file extension
-            extension = Path(file_name).suffix or ".bin"
+            extension = (
+                Path(file_name).suffix
+                or get_extension_from_mime(mime_type)
+                or ".bin"
+            )
 
         with tempfile.NamedTemporaryFile(delete=False, suffix=extension) as tmp_file:
             tmp_file.write(content_bytes)
@@ -281,7 +297,12 @@ async def download_and_process_file(
             connector_info["metadata"]["md5_checksum"] = file["md5Checksum"]
 
         if is_google_workspace_file(mime_type):
-            connector_info["metadata"]["exported_as"] = "pdf"
+            export_ext = get_extension_from_mime(
+                get_export_mime_type(mime_type) or ""
+            )
+            connector_info["metadata"]["exported_as"] = (
+                export_ext.lstrip(".") if export_ext else "pdf"
+            )
             connector_info["metadata"]["original_workspace_type"] = mime_type.split(
                 "."
             )[-1]

surfsense_backend/app/connectors/google_drive/file_types.py

@@ -8,10 +8,33 @@ GOOGLE_SHORTCUT = "application/vnd.google-apps.shortcut"
 
 EXPORT_FORMATS = {
     GOOGLE_DOC: "application/pdf",
-    GOOGLE_SHEET: "application/pdf",
+    GOOGLE_SHEET: "application/vnd.openxmlformats-officedocument.spreadsheetml.sheet",
     GOOGLE_SLIDE: "application/pdf",
 }
 
+MIME_TO_EXTENSION: dict[str, str] = {
+    "application/pdf": ".pdf",
+    "application/vnd.openxmlformats-officedocument.spreadsheetml.sheet": ".xlsx",
+    "application/vnd.openxmlformats-officedocument.wordprocessingml.document": ".docx",
+    "application/vnd.openxmlformats-officedocument.presentationml.presentation": ".pptx",
+    "application/vnd.ms-excel": ".xls",
+    "application/msword": ".doc",
+    "application/vnd.ms-powerpoint": ".ppt",
+    "text/plain": ".txt",
+    "text/csv": ".csv",
+    "text/html": ".html",
+    "text/markdown": ".md",
+    "application/json": ".json",
+    "application/xml": ".xml",
+    "image/png": ".png",
+    "image/jpeg": ".jpg",
+}
+
+
+def get_extension_from_mime(mime_type: str) -> str | None:
+    """Return a file extension (with leading dot) for a MIME type, or None."""
+    return MIME_TO_EXTENSION.get(mime_type)
+
 
 def is_google_workspace_file(mime_type: str) -> bool:
     """Check if file is a Google Workspace file that needs export."""

surfsense_backend/app/tasks/document_processors/file_processors.py

@@ -1134,6 +1134,59 @@ async def process_file_in_background(
                 )
                 return None
 
+        elif filename.lower().endswith((".xlsx",)):
+            from app.utils.office_parsers import parse_excel_to_markdown
+
+            if notification:
+                await (
+                    NotificationService.document_processing.notify_processing_progress(
+                        session,
+                        notification,
+                        stage="parsing",
+                        stage_message="Parsing spreadsheet",
+                    )
+                )
+
+            await task_logger.log_task_progress(
+                log_entry,
+                f"Processing Excel file natively: {filename}",
+                {"file_type": "excel", "processing_stage": "native_parse"},
+            )
+
+            excel_markdown = await parse_excel_to_markdown(file_path, filename)
+
+            try:
+                os.unlink(file_path)
+            except Exception as e:
+                print("Error deleting temp file", e)
+
+            result = await add_received_markdown_file_document(
+                session, filename, excel_markdown, search_space_id, user_id, connector
+            )
+
+            if connector:
+                await _update_document_from_connector(result, connector, session)
+
+            if result:
+                await task_logger.log_task_success(
+                    log_entry,
+                    f"Successfully parsed and processed Excel file: {filename}",
+                    {
+                        "document_id": result.id,
+                        "content_hash": result.content_hash,
+                        "file_type": "excel",
+                        "etl_service": "NATIVE_EXCEL",
+                    },
+                )
+                return result
+            else:
+                await task_logger.log_task_success(
+                    log_entry,
+                    f"Excel file already exists (duplicate): {filename}",
+                    {"duplicate_detected": True, "file_type": "excel"},
+                )
+                return None
+
         else:
             # Import page limit service
             from app.services.page_limit_service import (
@@ -1797,6 +1850,31 @@ async def process_file_in_background_with_document(
             with contextlib.suppress(Exception):
                 os.unlink(file_path)
 
+        elif filename.lower().endswith((".xlsx",)):
+            from app.utils.office_parsers import parse_excel_to_markdown
+
+            if notification:
+                await (
+                    NotificationService.document_processing.notify_processing_progress(
+                        session,
+                        notification,
+                        stage="parsing",
+                        stage_message="Parsing spreadsheet",
+                    )
+                )
+
+            await task_logger.log_task_progress(
+                log_entry,
+                f"Processing Excel file natively: {filename}",
+                {"file_type": "excel", "processing_stage": "native_parse"},
+            )
+
+            markdown_content = await parse_excel_to_markdown(file_path, filename)
+            etl_service = "NATIVE_EXCEL"
+
+            with contextlib.suppress(Exception):
+                os.unlink(file_path)
+
         else:
             # Document files - use ETL service
             from app.services.page_limit_service import (

surfsense_backend/app/utils/office_parsers.py

@@ -0,0 +1,72 @@
+"""Native parsers for Office file formats."""
+
+import asyncio
+import logging
+import threading
+import time
+from pathlib import Path
+
+logger = logging.getLogger(__name__)
+
+EXCEL_EXTENSIONS = (".xlsx",)
+
+
+def _parse_excel_sync(file_path: str) -> str:
+    """Parse an .xlsx file into markdown tables (synchronous)."""
+    from openpyxl import load_workbook
+
+    wb = load_workbook(file_path, read_only=True, data_only=True)
+    markdown_parts: list[str] = []
+
+    for sheet_name in wb.sheetnames:
+        ws = wb[sheet_name]
+        rows = list(ws.iter_rows(values_only=True))
+        non_empty_rows = [r for r in rows if any(c is not None for c in r)]
+        if not non_empty_rows:
+            continue
+
+        markdown_parts.append(f"## {sheet_name}\n")
+        max_cols = max(len(row) for row in non_empty_rows)
+
+        header = non_empty_rows[0]
+        hdr = [str(c if c is not None else "") for c in header]
+        hdr.extend([""] * (max_cols - len(hdr)))
+        markdown_parts.append("| " + " | ".join(hdr) + " |")
+        markdown_parts.append("| " + " | ".join("---" for _ in range(max_cols)) + " |")
+
+        for row in non_empty_rows[1:]:
+            cells = [str(c if c is not None else "") for c in row]
+            cells.extend([""] * (max_cols - len(cells)))
+            markdown_parts.append("| " + " | ".join(cells) + " |")
+
+        markdown_parts.append("")
+
+    wb.close()
+    return "\n".join(markdown_parts)
+
+
+async def parse_excel_to_markdown(file_path: str, filename: str = "") -> str:
+    """Parse an .xlsx file into markdown tables (async wrapper).
+
+    Raises ``ValueError`` if no data is found in the workbook.
+    """
+    t0 = time.monotonic()
+    logger.info(
+        "[excel-parse] START file=%s thread=%s",
+        filename,
+        threading.current_thread().name,
+    )
+
+    result = await asyncio.to_thread(_parse_excel_sync, file_path)
+
+    logger.info(
+        "[excel-parse] END file=%s elapsed=%.2fs",
+        filename,
+        time.monotonic() - t0,
+    )
+
+    if not result.strip():
+        raise ValueError(f"No data found in Excel file: {filename or file_path}")
+
+    title = f"# {filename}\n\n" if filename else ""
+    return title + result

surfsense_backend/pyproject.toml

@@ -73,6 +73,7 @@ dependencies = [
     "langchain-daytona>=0.0.2",
     "pypandoc>=1.16.2",
     "notion-markdown>=0.7.0",
+    "openpyxl>=3.1.5",
 ]
 
 [dependency-groups]

surfsense_backend/tests/unit/test_office_parsers.py

@@ -0,0 +1,129 @@
+"""Unit tests for native Office file parsers (no DB, no external services)."""
+
+import tempfile
+
+import pytest
+from openpyxl import Workbook
+
+pytestmark = pytest.mark.unit
+
+
+# ---------------------------------------------------------------------------
+# Helpers
+# ---------------------------------------------------------------------------
+
+
+def _create_xlsx(sheets: dict[str, list[list]]) -> str:
+    """Create a real .xlsx file on disk and return its path.
+
+    ``sheets`` maps sheet name -> list of rows, where each row is a list of
+    cell values.
+    """
+    wb = Workbook()
+    first = True
+    for name, rows in sheets.items():
+        ws = wb.active if first else wb.create_sheet(title=name)
+        if first:
+            ws.title = name
+            first = False
+        for row in rows:
+            ws.append(row)
+    tmp = tempfile.NamedTemporaryFile(suffix=".xlsx", delete=False)
+    wb.save(tmp.name)
+    wb.close()
+    tmp.close()
+    return tmp.name
+
+
+# ---------------------------------------------------------------------------
+# Tracer bullet: cell values appear in markdown
+# ---------------------------------------------------------------------------
+
+
+@pytest.mark.asyncio
+async def test_parse_excel_produces_markdown_with_cell_values():
+    """A single-sheet .xlsx with known data produces markdown containing those values."""
+    from app.utils.office_parsers import parse_excel_to_markdown
+
+    path = _create_xlsx(
+        {"Sales": [["Product", "Revenue"], ["Widget", 1500], ["Gadget", 3200]]}
+    )
+
+    md = await parse_excel_to_markdown(path, filename="report.xlsx")
+
+    assert "Product" in md
+    assert "Revenue" in md
+    assert "Widget" in md
+    assert "1500" in md
+    assert "Gadget" in md
+    assert "3200" in md
+    assert "report.xlsx" in md
+    assert "|" in md
+
+
+# ---------------------------------------------------------------------------
+# Multi-sheet workbooks include all sheets
+# ---------------------------------------------------------------------------
+
+
+@pytest.mark.asyncio
+async def test_parse_excel_includes_all_sheets():
+    """Both sheet names and their data appear in the output."""
+    from app.utils.office_parsers import parse_excel_to_markdown
+
+    path = _create_xlsx(
+        {
+            "Inventory": [["Item", "Qty"], ["Bolts", 200]],
+            "Pricing": [["Item", "Price"], ["Bolts", 4.50]],
+        }
+    )
+
+    md = await parse_excel_to_markdown(path, filename="multi.xlsx")
+
+    assert "Inventory" in md
+    assert "Pricing" in md
+    assert "Bolts" in md
+    assert "200" in md
+    assert "4.5" in md
+
+
+# ---------------------------------------------------------------------------
+# Empty spreadsheet raises ValueError
+# ---------------------------------------------------------------------------
+
+
+@pytest.mark.asyncio
+async def test_parse_excel_raises_on_empty_file():
+    """An .xlsx with no data raises ValueError."""
+    from app.utils.office_parsers import parse_excel_to_markdown
+
+    wb = Workbook()
+    tmp = tempfile.NamedTemporaryFile(suffix=".xlsx", delete=False)
+    wb.save(tmp.name)
+    wb.close()
+    tmp.close()
+
+    with pytest.raises(ValueError, match="No data found"):
+        await parse_excel_to_markdown(tmp.name, filename="empty.xlsx")
+
+
+# ---------------------------------------------------------------------------
+# _parse_file_to_markdown routes .xlsx natively (no ETL call)
+# ---------------------------------------------------------------------------
+
+
+@pytest.mark.asyncio
+async def test_parse_file_to_markdown_routes_xlsx_natively():
+    """content_extractor._parse_file_to_markdown uses native parser for .xlsx."""
+    from app.connectors.google_drive.content_extractor import _parse_file_to_markdown
+
+    path = _create_xlsx(
+        {"Data": [["Name", "Score"], ["Alice", 95], ["Bob", 82]]}
+    )
+
+    md = await _parse_file_to_markdown(path, "grades.xlsx")
+
+    assert "Alice" in md
+    assert "95" in md
+    assert "Bob" in md
+    assert "82" in md

surfsense_backend/uv.lock

@@ -1171,7 +1171,7 @@ name = "contourpy"
 version = "1.3.3"
 source = { registry = "https://pypi.org/simple" }
 dependencies = [
-    { name = "numpy" },
+    { name = "numpy", marker = "python_full_version < '3.13' or sys_platform != 'win32'" },
 ]
 sdist = { url = "https://files.pythonhosted.org/packages/58/01/1253e6698a07380cd31a736d248a3f2a50a7c88779a1813da27503cadc2a/contourpy-1.3.3.tar.gz", hash = "sha256:083e12155b210502d0bca491432bb04d56dc3432f95a979b429f2848c3dbe880", size = 13466174, upload-time = "2025-07-26T12:03:12.549Z" }
 wheels = [
@@ -2596,6 +2596,7 @@ dependencies = [
     { name = "griffecli" },
     { name = "griffelib" },
 ]
+sdist = { url = "https://files.pythonhosted.org/packages/04/56/28a0accac339c164b52a92c6cfc45a903acc0c174caa5c1713803467b533/griffe-2.0.0.tar.gz", hash = "sha256:c68979cd8395422083a51ea7cf02f9c119d889646d99b7b656ee43725de1b80f", size = 293906, upload-time = "2026-03-23T21:06:53.402Z" }
 wheels = [
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 ]
@@ -2608,6 +2609,7 @@ dependencies = [
     { name = "colorama" },
     { name = "griffelib" },
 ]
+sdist = { url = "https://files.pythonhosted.org/packages/a4/f8/2e129fd4a86e52e58eefe664de05e7d502decf766e7316cc9e70fdec3e18/griffecli-2.0.0.tar.gz", hash = "sha256:312fa5ebb4ce6afc786356e2d0ce85b06c1c20d45abc42d74f0cda65e159f6ef", size = 56213, upload-time = "2026-03-23T21:06:54.8Z" }
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 ]
@@ -2616,6 +2618,7 @@ wheels = [
 name = "griffelib"
 version = "2.0.0"
 source = { registry = "https://pypi.org/simple" }
+sdist = { url = "https://files.pythonhosted.org/packages/ad/06/eccbd311c9e2b3ca45dbc063b93134c57a1ccc7607c5e545264ad092c4a9/griffelib-2.0.0.tar.gz", hash = "sha256:e504d637a089f5cab9b5daf18f7645970509bf4f53eda8d79ed71cce8bd97934", size = 166312, upload-time = "2026-03-23T21:06:55.954Z" }
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 ]
@@ -4082,15 +4085,15 @@ name = "matplotlib"
 version = "3.10.8"
 source = { registry = "https://pypi.org/simple" }
 dependencies = [
-    { name = "contourpy" },
-    { name = "cycler" },
-    { name = "fonttools" },
-    { name = "kiwisolver" },
-    { name = "numpy" },
-    { name = "packaging" },
-    { name = "pillow" },
-    { name = "pyparsing" },
-    { name = "python-dateutil" },
+    { name = "contourpy", marker = "python_full_version < '3.13' or sys_platform != 'win32'" },
+    { name = "cycler", marker = "python_full_version < '3.13' or sys_platform != 'win32'" },
+    { name = "fonttools", marker = "python_full_version < '3.13' or sys_platform != 'win32'" },
+    { name = "kiwisolver", marker = "python_full_version < '3.13' or sys_platform != 'win32'" },
+    { name = "numpy", marker = "python_full_version < '3.13' or sys_platform != 'win32'" },
+    { name = "packaging", marker = "python_full_version < '3.13' or sys_platform != 'win32'" },
+    { name = "pillow", marker = "python_full_version < '3.13' or sys_platform != 'win32'" },
+    { name = "pyparsing", marker = "python_full_version < '3.13' or sys_platform != 'win32'" },
+    { name = "python-dateutil", marker = "python_full_version < '3.13' or sys_platform != 'win32'" },
 ]
 sdist = { url = "https://files.pythonhosted.org/packages/8a/76/d3c6e3a13fe484ebe7718d14e269c9569c4eb0020a968a327acb3b9a8fe6/matplotlib-3.10.8.tar.gz", hash = "sha256:2299372c19d56bcd35cf05a2738308758d32b9eaed2371898d8f5bd33f084aa3", size = 34806269, upload-time = "2025-12-10T22:56:51.155Z" }
 wheels = [
@@ -4201,7 +4204,7 @@ name = "ml-dtypes"
 version = "0.5.4"
 source = { registry = "https://pypi.org/simple" }
 dependencies = [
-    { name = "numpy" },
+    { name = "numpy", marker = "python_full_version < '3.13' or sys_platform != 'win32'" },
 ]
 sdist = { url = "https://files.pythonhosted.org/packages/0e/4a/c27b42ed9b1c7d13d9ba8b6905dece787d6259152f2309338aed29b2447b/ml_dtypes-0.5.4.tar.gz", hash = "sha256:8ab06a50fb9bf9666dd0fe5dfb4676fa2b0ac0f31ecff72a6c3af8e22c063453", size = 692314, upload-time = "2025-11-17T22:32:31.031Z" }
 wheels = [
@@ -4967,9 +4970,9 @@ name = "ocrmac"
 version = "1.0.1"
 source = { registry = "https://pypi.org/simple" }
 dependencies = [
-    { name = "click" },
-    { name = "pillow" },
-    { name = "pyobjc-framework-vision" },
+    { name = "click", marker = "(python_full_version < '3.13' and sys_platform == 'emscripten') or (sys_platform != 'emscripten' and sys_platform != 'win32')" },
+    { name = "pillow", marker = "(python_full_version < '3.13' and sys_platform == 'emscripten') or (sys_platform != 'emscripten' and sys_platform != 'win32')" },
+    { name = "pyobjc-framework-vision", marker = "(python_full_version < '3.13' and sys_platform == 'emscripten') or (sys_platform != 'emscripten' and sys_platform != 'win32')" },
 ]
 sdist = { url = "https://files.pythonhosted.org/packages/5e/07/3e15ab404f75875c5e48c47163300eb90b7409044d8711fc3aaf52503f2e/ocrmac-1.0.1.tar.gz", hash = "sha256:507fe5e4cbd67b2d03f6729a52bbc11f9d0b58241134eb958a5daafd4b9d93d9", size = 1454317, upload-time = "2026-01-08T16:44:26.412Z" }
 wheels = [
@@ -5003,10 +5006,10 @@ name = "onnx"
 version = "1.20.1"
 source = { registry = "https://pypi.org/simple" }
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