feat: enhance memory API responses with limits and update UI components for memory limit handling

surfsense_backend/app/routes/memory_routes.py

@@ -8,7 +8,9 @@ from sqlalchemy.ext.asyncio import AsyncSession
 
 from app.db import User, get_async_session
 from app.services.memory import (
+    MemoryRead,
     MemoryScope,
+    memory_limits,
     read_memory,
     reset_memory,
     save_memory,
@@ -18,10 +20,6 @@ from app.users import current_active_user
 router = APIRouter()
 
 
-class MemoryRead(BaseModel):
-    memory_md: str
-
-
 class MemoryUpdate(BaseModel):
     memory_md: str
 
@@ -36,7 +34,7 @@ async def get_user_memory(
         target_id=user.id,
         session=session,
     )
-    return MemoryRead(memory_md=memory_md)
+    return MemoryRead(memory_md=memory_md, limits=memory_limits())
 
 
 @router.put("/users/me/memory", response_model=MemoryRead)
@@ -53,7 +51,7 @@ async def update_user_memory(
     )
     if result.status == "error":
         raise HTTPException(status_code=400, detail=result.message)
-    return MemoryRead(memory_md=result.memory_md)
+    return MemoryRead(memory_md=result.memory_md, limits=memory_limits())
 
 
 @router.post("/users/me/memory/reset", response_model=MemoryRead)
@@ -68,4 +66,4 @@ async def reset_user_memory(
     )
     if result.status == "error":
         raise HTTPException(status_code=400, detail=result.message)
-    return MemoryRead(memory_md=result.memory_md)
+    return MemoryRead(memory_md=result.memory_md, limits=memory_limits())

surfsense_backend/app/routes/team_memory_routes.py

@@ -8,7 +8,9 @@ from sqlalchemy.ext.asyncio import AsyncSession
 
 from app.db import User, get_async_session
 from app.services.memory import (
+    MemoryRead,
     MemoryScope,
+    memory_limits,
     read_memory,
     reset_memory,
     save_memory,
@@ -19,15 +21,11 @@ from app.utils.rbac import check_search_space_access
 router = APIRouter()
 
 
-class TeamMemoryRead(BaseModel):
-    memory_md: str
-
-
 class TeamMemoryUpdate(BaseModel):
     memory_md: str
 
 
-@router.get("/searchspaces/{search_space_id}/memory", response_model=TeamMemoryRead)
+@router.get("/searchspaces/{search_space_id}/memory", response_model=MemoryRead)
 async def get_team_memory(
     search_space_id: int,
     session: AsyncSession = Depends(get_async_session),
@@ -39,10 +37,10 @@ async def get_team_memory(
         target_id=search_space_id,
         session=session,
     )
-    return TeamMemoryRead(memory_md=memory_md)
+    return MemoryRead(memory_md=memory_md, limits=memory_limits())
 
 
-@router.put("/searchspaces/{search_space_id}/memory", response_model=TeamMemoryRead)
+@router.put("/searchspaces/{search_space_id}/memory", response_model=MemoryRead)
 async def update_team_memory(
     search_space_id: int,
     body: TeamMemoryUpdate,
@@ -58,10 +56,10 @@ async def update_team_memory(
     )
     if result.status == "error":
         raise HTTPException(status_code=400, detail=result.message)
-    return TeamMemoryRead(memory_md=result.memory_md)
+    return MemoryRead(memory_md=result.memory_md, limits=memory_limits())
 
 
-@router.post("/searchspaces/{search_space_id}/memory/reset", response_model=TeamMemoryRead)
+@router.post("/searchspaces/{search_space_id}/memory/reset", response_model=MemoryRead)
 async def reset_team_memory(
     search_space_id: int,
     session: AsyncSession = Depends(get_async_session),
@@ -75,4 +73,4 @@ async def reset_team_memory(
     )
     if result.status == "error":
         raise HTTPException(status_code=400, detail=result.message)
-    return TeamMemoryRead(memory_md=result.memory_md)
+    return MemoryRead(memory_md=result.memory_md, limits=memory_limits())

surfsense_backend/app/services/memory/__init__.py

@@ -1,9 +1,11 @@
 """First-class memory service for user and team markdown memory."""
 
+from .schemas import MemoryLimits, MemoryRead
 from .service import (
     MemoryScope,
     SaveResult,
     extract_and_save,
+    memory_limits,
     read_memory,
     reset_memory,
     save_memory,
@@ -18,9 +20,12 @@ from .validation import (
 __all__ = [
     "MEMORY_HARD_LIMIT",
     "MEMORY_SOFT_LIMIT",
+    "MemoryLimits",
+    "MemoryRead",
     "MemoryScope",
     "SaveResult",
     "extract_and_save",
+    "memory_limits",
     "read_memory",
     "reset_memory",
     "save_memory",

surfsense_backend/app/services/memory/schemas.py

@@ -1,4 +1,4 @@
-"""Structured output schemas for memory extraction."""
+"""Schemas for memory API responses and structured extraction."""
 
 from __future__ import annotations
 
@@ -7,6 +7,20 @@ from typing import Literal
 from pydantic import BaseModel, Field
 
 
+class MemoryLimits(BaseModel):
+    """Canonical memory size limits exposed to clients."""
+
+    soft: int
+    hard: int
+
+
+class MemoryRead(BaseModel):
+    """Memory document payload returned by user and team memory APIs."""
+
+    memory_md: str
+    limits: MemoryLimits
+
+
 class MemoryExtractionDecision(BaseModel):
     """Structured extraction result; avoids string sentinel parsing."""
 

surfsense_backend/app/services/memory/service.py

@@ -9,7 +9,6 @@ from typing import Any, Literal
 from uuid import UUID
 
 from langchain_core.messages import HumanMessage
-from pydantic import BaseModel
 from sqlalchemy import select
 from sqlalchemy.ext.asyncio import AsyncSession
 
@@ -19,9 +18,10 @@ from app.services.memory.prompts import (
     USER_MEMORY_EXTRACT_PROMPT,
 )
 from app.services.memory.rewrite import forced_rewrite
-from app.services.memory.schemas import MemoryExtractionDecision
+from app.services.memory.schemas import MemoryExtractionDecision, MemoryLimits
 from app.services.memory.validation import (
     MEMORY_HARD_LIMIT,
+    MEMORY_SOFT_LIMIT,
     soft_limit_warning,
     strip_preamble_to_first_heading,
     validate_bullet_format,
@@ -68,8 +68,8 @@ class SaveResult:
         return data
 
 
-class MemoryRead(BaseModel):
+def memory_limits() -> MemoryLimits:
-    memory_md: str
+    return MemoryLimits(soft=MEMORY_SOFT_LIMIT, hard=MEMORY_HARD_LIMIT)
 
 
 def _normalize_scope(scope: MemoryScope | str) -> MemoryScope:

surfsense_web/app/dashboard/[search_space_id]/user-settings/components/MemoryContent.tsx

@@ -14,11 +14,11 @@ import {
 	DropdownMenuTrigger,
 } from "@/components/ui/dropdown-menu";
 import { Spinner } from "@/components/ui/spinner";
-import { MEMORY_HARD_LIMIT, useUserMemory } from "@/hooks/use-memory";
+import { getMemoryLimitState, useUserMemory } from "@/hooks/use-memory";
 
 export function MemoryContent() {
 	const activeSearchSpaceId = useAtomValue(activeSearchSpaceIdAtom);
-	const { memory, displayMemory, loading, saving, reset } = useUserMemory(
+	const { memory, displayMemory, limits, loading, saving, reset } = useUserMemory(
 		Number(activeSearchSpaceId)
 	);
 
@@ -59,11 +59,11 @@ export function MemoryContent() {
 	};
 
 	const charCount = memory.length;
+	const limitState = getMemoryLimitState(charCount, limits);
 
 	const getCounterColor = () => {
-		if (charCount > MEMORY_HARD_LIMIT) return "text-red-500";
+		if (limitState.level === "error") return "text-red-500";
-		if (charCount > 15_000) return "text-orange-500";
+		if (limitState.level === "warning") return "text-orange-500";
-		if (charCount > 10_000) return "text-yellow-500";
 		return "text-muted-foreground";
 	};
 
@@ -112,13 +112,7 @@ export function MemoryContent() {
 			</div>
 
 			<div className="flex items-center justify-between gap-2">
-				<span className={`text-xs shrink-0 ${getCounterColor()}`}>
+				<span className={`text-xs shrink-0 ${getCounterColor()}`}>{limitState.label}</span>
-					{charCount.toLocaleString()} / {MEMORY_HARD_LIMIT.toLocaleString()}
-					<span className="hidden sm:inline"> characters</span>
-					<span className="sm:hidden"> chars</span>
-					{charCount > 15_000 && charCount <= MEMORY_HARD_LIMIT && " - Approaching limit"}
-					{charCount > MEMORY_HARD_LIMIT && " - Exceeds limit"}
-				</span>
 				<div className="flex items-center gap-1.5 sm:gap-2">
 					<Button
 						type="button"

surfsense_web/components/editor-panel/editor-panel.tsx

@@ -21,8 +21,10 @@ import { MarkdownViewer } from "@/components/markdown-viewer";
 import { Alert, AlertDescription } from "@/components/ui/alert";
 import { Button } from "@/components/ui/button";
 import { Drawer, DrawerContent, DrawerHandle, DrawerTitle } from "@/components/ui/drawer";
+import { Separator } from "@/components/ui/separator";
 import { Spinner } from "@/components/ui/spinner";
 import { useMediaQuery } from "@/hooks/use-media-query";
+import { getMemoryLimitState, type MemoryLimits } from "@/hooks/use-memory";
 import { useElectronAPI } from "@/hooks/use-platform";
 import { authenticatedFetch, getBearerToken, redirectToLogin } from "@/lib/auth-utils";
 import { inferMonacoLanguageFromPath } from "@/lib/editor-language";
@@ -127,6 +129,7 @@ export function EditorPanelContent({
 	const [saving, setSaving] = useState(false);
 	const [downloading, setDownloading] = useState(false);
 	const [isEditing, setIsEditing] = useState(false);
+	const [memoryLimits, setMemoryLimits] = useState<MemoryLimits | null>(null);
 
 	const [editedMarkdown, setEditedMarkdown] = useState<string | null>(null);
 	const [localFileContent, setLocalFileContent] = useState("");
@@ -168,6 +171,7 @@ export function EditorPanelContent({
 		setLocalFileContent("");
 		setHasCopied(false);
 		setIsEditing(false);
+		setMemoryLimits(null);
 		initialLoadDone.current = false;
 		changeCountRef.current = 0;
 
@@ -221,7 +225,11 @@ export function EditorPanelContent({
 							.catch(() => ({ detail: "Failed to fetch memory" }));
 						throw new Error(errorData.detail || "Failed to fetch memory");
 					}
-					const data = (await response.json()) as { memory_md?: string };
+					const data = (await response.json()) as {
+						memory_md?: string;
+						limits?: MemoryLimits;
+					};
+					setMemoryLimits(data.limits ?? null);
 					const content: EditorContent = {
 						document_id: memoryScope === "team" ? -1002 : -1001,
 						title: title || (memoryScope === "team" ? "Team Memory" : "Personal Memory"),
@@ -376,9 +384,13 @@ export function EditorPanelContent({
 							.catch(() => ({ detail: "Failed to save memory" }));
 						throw new Error(errorData.detail || "Failed to save memory");
 					}
-					const data = (await response.json()) as { memory_md?: string };
+					const data = (await response.json()) as {
+						memory_md?: string;
+						limits?: MemoryLimits;
+					};
 					const savedContent = data.memory_md ?? markdownRef.current;
 					markdownRef.current = savedContent;
+					setMemoryLimits(data.limits ?? memoryLimits);
 					setEditorDoc((prev) => (prev ? { ...prev, source_markdown: savedContent } : prev));
 					setEditedMarkdown(null);
 					if (!options?.silent) {
@@ -434,6 +446,7 @@ export function EditorPanelContent({
 			isLocalFileMode,
 			isMemoryMode,
 			localFilePath,
+			memoryLimits,
 			memoryScope,
 			resolveLocalVirtualPath,
 			searchSpaceId,
@@ -455,6 +468,17 @@ export function EditorPanelContent({
 	const showDesktopHeader = !!onClose;
 	const showEditingActions = isEditableType && isEditing;
 	const localFileLanguage = inferMonacoLanguageFromPath(localFilePath);
+	const activeMarkdown = editedMarkdown ?? editorDoc?.source_markdown ?? "";
+	const memoryLimitState = isMemoryMode
+		? getMemoryLimitState(activeMarkdown.length, memoryLimits)
+		: null;
+	const memoryCounterClassName =
+		memoryLimitState?.level === "error"
+			? "text-red-500"
+			: memoryLimitState?.level === "warning"
+				? "text-orange-500"
+				: "text-muted-foreground";
+	const saveDisabled = saving || !hasUnsavedChanges || (memoryLimitState?.isOverLimit ?? false);
 
 	const handleCancelEditing = useCallback(() => {
 		const savedContent = editorDoc?.source_markdown ?? "";
@@ -540,6 +564,17 @@ export function EditorPanelContent({
 					<div className="grid h-10 grid-cols-[minmax(0,1fr)_auto] items-center gap-3 border-b px-4">
 						<div className="min-w-0 flex flex-1 items-center gap-2">
 							<p className="truncate text-sm text-muted-foreground">{displayTitle}</p>
+							{memoryLimitState && (
+								<>
+									<Separator
+										orientation="vertical"
+										className="mx-1 bg-border data-[orientation=vertical]:h-4 data-[orientation=vertical]:w-px dark:bg-white/10"
+									/>
+									<span className={`shrink-0 text-xs ${memoryCounterClassName}`}>
+										{memoryLimitState.label}
+									</span>
+								</>
+							)}
 						</div>
 						<div className="flex items-center gap-1 shrink-0">
 							{showEditingActions ? (
@@ -561,7 +596,7 @@ export function EditorPanelContent({
 											const saveSucceeded = await handleSave({ silent: true });
 											if (saveSucceeded) setIsEditing(false);
 										}}
-										disabled={saving || !hasUnsavedChanges}
+										disabled={saveDisabled}
 									>
 										<span className={saving ? "opacity-0" : ""}>Save</span>
 										{saving && <Spinner size="xs" className="absolute" />}
@@ -613,6 +648,17 @@ export function EditorPanelContent({
 				<div className="flex h-14 items-center justify-between border-b px-4 shrink-0">
 					<div className="flex flex-1 min-w-0 items-center gap-2">
 						<h2 className="text-sm font-semibold truncate">{displayTitle}</h2>
+						{memoryLimitState && (
+							<>
+								<Separator
+									orientation="vertical"
+									className="mx-1 bg-border data-[orientation=vertical]:h-4 data-[orientation=vertical]:w-px dark:bg-white/10"
+								/>
+								<span className={`shrink-0 text-xs ${memoryCounterClassName}`}>
+									{memoryLimitState.label}
+								</span>
+							</>
+						)}
 					</div>
 					<div className="flex items-center gap-1 shrink-0">
 						{showEditingActions ? (
@@ -634,7 +680,7 @@ export function EditorPanelContent({
 										const saveSucceeded = await handleSave({ silent: true });
 										if (saveSucceeded) setIsEditing(false);
 									}}
-									disabled={saving || !hasUnsavedChanges}
+									disabled={saveDisabled}
 								>
 									<span className={saving ? "opacity-0" : ""}>Save</span>
 									{saving && <Spinner size="xs" className="absolute" />}

surfsense_web/components/settings/team-memory-manager.tsx

@@ -12,14 +12,14 @@ import {
 	DropdownMenuTrigger,
 } from "@/components/ui/dropdown-menu";
 import { Spinner } from "@/components/ui/spinner";
-import { MEMORY_HARD_LIMIT, useTeamMemory } from "@/hooks/use-memory";
+import { getMemoryLimitState, useTeamMemory } from "@/hooks/use-memory";
 
 interface TeamMemoryManagerProps {
 	searchSpaceId: number;
 }
 
 export function TeamMemoryManager({ searchSpaceId }: TeamMemoryManagerProps) {
-	const { memory, displayMemory, loading, saving, reset } = useTeamMemory(searchSpaceId);
+	const { memory, displayMemory, limits, loading, saving, reset } = useTeamMemory(searchSpaceId);
 
 	const handleClear = async () => {
 		try {
@@ -58,11 +58,11 @@ export function TeamMemoryManager({ searchSpaceId }: TeamMemoryManagerProps) {
 	};
 
 	const charCount = memory.length;
+	const limitState = getMemoryLimitState(charCount, limits);
 
 	const getCounterColor = () => {
-		if (charCount > MEMORY_HARD_LIMIT) return "text-red-500";
+		if (limitState.level === "error") return "text-red-500";
-		if (charCount > 15_000) return "text-orange-500";
+		if (limitState.level === "warning") return "text-orange-500";
-		if (charCount > 10_000) return "text-yellow-500";
 		return "text-muted-foreground";
 	};
 
@@ -113,13 +113,7 @@ export function TeamMemoryManager({ searchSpaceId }: TeamMemoryManagerProps) {
 			</div>
 
 			<div className="flex items-center justify-between gap-2">
-				<span className={`text-xs shrink-0 ${getCounterColor()}`}>
+				<span className={`text-xs shrink-0 ${getCounterColor()}`}>{limitState.label}</span>
-					{charCount.toLocaleString()} / {MEMORY_HARD_LIMIT.toLocaleString()}
-					<span className="hidden sm:inline"> characters</span>
-					<span className="sm:hidden"> chars</span>
-					{charCount > 15_000 && charCount <= MEMORY_HARD_LIMIT && " - Approaching limit"}
-					{charCount > MEMORY_HARD_LIMIT && " - Exceeds limit"}
-				</span>
 				<div className="flex items-center gap-1.5 sm:gap-2">
 					<Button
 						type="button"

surfsense_web/hooks/use-memory.ts

@@ -4,13 +4,19 @@ import { useCallback, useEffect, useState } from "react";
 import { z } from "zod";
 import { baseApiService } from "@/lib/apis/base-api.service";
 
-export const MEMORY_HARD_LIMIT = 25_000;
+const MemoryLimitsSchema = z.object({
+	soft: z.number(),
+	hard: z.number(),
+});
 
 const MemoryReadSchema = z.object({
 	memory_md: z.string(),
+	limits: MemoryLimitsSchema,
 });
 
 type MemoryScope = "user" | "team";
+export type MemoryLimits = z.infer<typeof MemoryLimitsSchema>;
+export type MemoryLimitLevel = "ok" | "warning" | "error";
 
 interface UseMemoryOptions {
 	scope: MemoryScope;
@@ -31,8 +37,30 @@ export function stripMemoryDisplayPrefixes(memory: string) {
 	);
 }
 
+export function getMemoryLimitState(length: number, limits?: MemoryLimits | null) {
+	if (!limits) {
+		return {
+			level: "ok" as MemoryLimitLevel,
+			label: `${length.toLocaleString()} chars`,
+			isOverLimit: false,
+		};
+	}
+
+	const isOverLimit = length > limits.hard;
+	const isNearLimit = length > limits.soft;
+	const level: MemoryLimitLevel = isOverLimit ? "error" : isNearLimit ? "warning" : "ok";
+	const suffix = isOverLimit ? " - Exceeds limit" : isNearLimit ? " - Approaching limit" : "";
+
+	return {
+		level,
+		label: `${length.toLocaleString()}/${limits.hard.toLocaleString()} chars${suffix}`,
+		isOverLimit,
+	};
+}
+
 export function useMemory({ scope, searchSpaceId, autoLoad = true }: UseMemoryOptions) {
 	const [memory, setMemory] = useState("");
+	const [limits, setLimits] = useState<MemoryLimits | null>(null);
 	const [loading, setLoading] = useState(autoLoad);
 	const [saving, setSaving] = useState(false);
 
@@ -41,6 +69,7 @@ export function useMemory({ scope, searchSpaceId, autoLoad = true }: UseMemoryOp
 		try {
 			const data = await baseApiService.get(getMemoryPath(scope, searchSpaceId), MemoryReadSchema);
 			setMemory(data.memory_md);
+			setLimits(data.limits);
 			return data.memory_md;
 		} finally {
 			setLoading(false);
@@ -66,6 +95,7 @@ export function useMemory({ scope, searchSpaceId, autoLoad = true }: UseMemoryOp
 					}
 				);
 				setMemory(data.memory_md);
+				setLimits(data.limits);
 				return data.memory_md;
 			} finally {
 				setSaving(false);
@@ -82,6 +112,7 @@ export function useMemory({ scope, searchSpaceId, autoLoad = true }: UseMemoryOp
 				MemoryReadSchema
 			);
 			setMemory(data.memory_md);
+			setLimits(data.limits);
 			return data.memory_md;
 		} finally {
 			setSaving(false);
@@ -91,6 +122,7 @@ export function useMemory({ scope, searchSpaceId, autoLoad = true }: UseMemoryOp
 	return {
 		memory,
 		setMemory,
+		limits,
 		displayMemory: stripMemoryDisplayPrefixes(memory),
 		loading,
 		saving,