feat: add conflict handling for document deletion and selection based on processing state

surfsense_backend/app/routes/notes_routes.py

@@ -230,6 +230,14 @@ async def delete_note(
     if not document:
         raise HTTPException(status_code=404, detail="Note not found")
 
+    # Check if note is pending or currently being processed
+    doc_state = document.status.get("state") if document.status else None
+    if doc_state in ("pending", "processing"):
+        raise HTTPException(
+            status_code=409,
+            detail="Cannot delete note while it is pending or being processed. Please wait for processing to complete.",
+        )
+
     # Delete document (chunks will be cascade deleted)
     await session.delete(document)
     await session.commit()

surfsense_web/app/dashboard/[search_space_id]/documents/(manage)/components/DocumentsTableShell.tsx

@@ -294,13 +294,22 @@ export function DocumentsTableShell({
 		[documents, sortKey, sortDesc]
 	);
 
-	const allSelectedOnPage = sorted.length > 0 && sorted.every((d) => selectedIds.has(d.id));
+	// Helper: check if document can be selected (not processing/pending)
-	const someSelectedOnPage = sorted.some((d) => selectedIds.has(d.id)) && !allSelectedOnPage;
+	const isSelectable = (doc: Document) => {
+		const state = doc.status?.state;
+		return state !== "pending" && state !== "processing";
+	};
+
+	// Only consider selectable documents for "select all" logic
+	const selectableDocs = sorted.filter(isSelectable);
+	const allSelectedOnPage = selectableDocs.length > 0 && selectableDocs.every((d) => selectedIds.has(d.id));
+	const someSelectedOnPage = selectableDocs.some((d) => selectedIds.has(d.id)) && !allSelectedOnPage;
 
 	const toggleAll = (checked: boolean) => {
 		const next = new Set(selectedIds);
 		if (checked)
-			sorted.forEach((d) => {
+			// Only select documents that are not processing/pending
+			selectableDocs.forEach((d) => {
 				next.add(d.id);
 			});
 		else
@@ -547,6 +556,7 @@ export function DocumentsTableShell({
 									{sorted.map((doc, index) => {
 										const title = doc.title;
 										const isSelected = selectedIds.has(doc.id);
+										const canSelect = isSelectable(doc);
 										return (
 											<motion.tr
 												key={doc.id}
@@ -568,9 +578,10 @@ export function DocumentsTableShell({
 													<div className="flex items-center justify-center h-full">
 														<Checkbox
 															checked={isSelected}
-															onCheckedChange={(v) => toggleOne(doc.id, !!v)}
+															onCheckedChange={(v) => canSelect && toggleOne(doc.id, !!v)}
-															aria-label="Select row"
+															disabled={!canSelect}
-															className="border-foreground data-[state=checked]:bg-primary data-[state=checked]:border-primary"
+															aria-label={canSelect ? "Select row" : "Cannot select while processing"}
+															className={`border-foreground data-[state=checked]:bg-primary data-[state=checked]:border-primary ${!canSelect ? "opacity-40 cursor-not-allowed" : ""}`}
 														/>
 													</div>
 												</TableCell>
@@ -649,6 +660,7 @@ export function DocumentsTableShell({
 					<div className="md:hidden divide-y divide-border/40 h-[50vh] overflow-auto">
 						{sorted.map((doc, index) => {
 							const isSelected = selectedIds.has(doc.id);
+							const canSelect = isSelectable(doc);
 							return (
 								<motion.div
 									key={doc.id}
@@ -661,9 +673,10 @@ export function DocumentsTableShell({
 									<div className="flex items-center gap-3">
 										<Checkbox
 											checked={isSelected}
-											onCheckedChange={(v) => toggleOne(doc.id, !!v)}
+											onCheckedChange={(v) => canSelect && toggleOne(doc.id, !!v)}
-											aria-label="Select row"
+											disabled={!canSelect}
-											className="border-foreground data-[state=checked]:bg-primary data-[state=checked]:border-primary"
+											aria-label={canSelect ? "Select row" : "Cannot select while processing"}
+											className={`border-foreground data-[state=checked]:bg-primary data-[state=checked]:border-primary ${!canSelect ? "opacity-40 cursor-not-allowed" : ""}`}
 										/>
 										<div className="flex-1 min-w-0 space-y-1.5">
 											<button

surfsense_web/app/dashboard/[search_space_id]/documents/(manage)/components/RowActions.tsx

@@ -63,9 +63,16 @@ export function RowActions({
 			if (!ok) toast.error("Failed to delete document");
 			// Note: Success toast is handled by the mutation atom's onSuccess callback
 			// Cache is updated optimistically by the mutation, no need to refresh
-		} catch (error) {
+		} catch (error: unknown) {
 			console.error("Error deleting document:", error);
-			toast.error("Failed to delete document");
+			// Check for 409 Conflict (document started processing after UI loaded)
+			const status = (error as { response?: { status?: number } })?.response?.status 
+				?? (error as { status?: number })?.status;
+			if (status === 409) {
+				toast.error("Document is now being processed. Please try again later.");
+			} else {
+				toast.error("Failed to delete document");
+			}
 		} finally {
 			setIsDeleting(false);
 			setIsDeleteOpen(false);

surfsense_web/app/dashboard/[search_space_id]/documents/(manage)/page.tsx

@@ -188,20 +188,29 @@ export default function DocumentsTable() {
 
 		try {
 			// Delete documents one by one using the mutation
+			// Track 409 conflicts separately (document started processing after UI loaded)
+			let conflictCount = 0;
 			const results = await Promise.all(
 				deletableIds.map(async (id) => {
 					try {
 						await deleteDocumentMutation({ id });
 						return true;
-					} catch {
+					} catch (error: unknown) {
+						const status = (error as { response?: { status?: number } })?.response?.status 
+							?? (error as { status?: number })?.status;
+						if (status === 409) conflictCount++;
 						return false;
 					}
 				})
 			);
 			const okCount = results.filter((r) => r === true).length;
-			if (okCount === deletableIds.length)
+			if (okCount === deletableIds.length) {
 				toast.success(t("delete_success_count", { count: okCount }));
-			else toast.error(t("delete_partial_failed"));
+			} else if (conflictCount > 0) {
+				toast.error(`${conflictCount} document(s) started processing. Please try again later.`);
+			} else {
+				toast.error(t("delete_partial_failed"));
+			}
 			
 			// If in search mode, refetch search results to reflect deletion
 			if (isSearchMode) {