feat: add created_by_id column to documents for ownership tracking and update related connectors

surfsense_backend/alembic/versions/86_add_document_created_by.py

@@ -0,0 +1,126 @@
+"""Add created_by_id column to documents table for document ownership tracking
+
+Revision ID: 86
+Revises: 85
+Create Date: 2026-02-02
+
+Changes:
+1. Add created_by_id column (UUID, nullable, foreign key to user.id)
+2. Create index on created_by_id for performance
+3. Backfill existing documents with search space owner's user_id
+"""
+
+from collections.abc import Sequence
+
+from alembic import op
+
+# revision identifiers, used by Alembic.
+revision: str = "86"
+down_revision: str | None = "85"
+branch_labels: str | Sequence[str] | None = None
+depends_on: str | Sequence[str] | None = None
+
+
+def upgrade() -> None:
+    """Add created_by_id column to documents and backfill with search space owner."""
+
+    # 1. Add created_by_id column (nullable for backward compatibility)
+    op.execute(
+        """
+        DO $$
+        BEGIN
+            IF NOT EXISTS (
+                SELECT 1 FROM information_schema.columns
+                WHERE table_name = 'documents' AND column_name = 'created_by_id'
+            ) THEN
+                ALTER TABLE documents
+                ADD COLUMN created_by_id UUID;
+            END IF;
+        END$$;
+        """
+    )
+
+    # 2. Create index on created_by_id for efficient queries
+    op.execute(
+        """
+        CREATE INDEX IF NOT EXISTS ix_documents_created_by_id
+        ON documents (created_by_id);
+        """
+    )
+
+    # 3. Add foreign key constraint with ON DELETE SET NULL
+    # First check if constraint already exists
+    op.execute(
+        """
+        DO $$
+        BEGIN
+            IF NOT EXISTS (
+                SELECT 1 FROM information_schema.table_constraints
+                WHERE constraint_name = 'fk_documents_created_by_id'
+                AND table_name = 'documents'
+            ) THEN
+                ALTER TABLE documents
+                ADD CONSTRAINT fk_documents_created_by_id
+                FOREIGN KEY (created_by_id) REFERENCES "user"(id)
+                ON DELETE SET NULL;
+            END IF;
+        END$$;
+        """
+    )
+
+    # 4. Backfill existing documents with search space owner's user_id
+    # This ensures all existing documents are associated with the search space owner
+    op.execute(
+        """
+        UPDATE documents
+        SET created_by_id = searchspaces.user_id
+        FROM searchspaces
+        WHERE documents.search_space_id = searchspaces.id
+        AND documents.created_by_id IS NULL;
+        """
+    )
+
+
+def downgrade() -> None:
+    """Remove created_by_id column from documents."""
+
+    # Drop foreign key constraint
+    op.execute(
+        """
+        DO $$
+        BEGIN
+            IF EXISTS (
+                SELECT 1 FROM information_schema.table_constraints
+                WHERE constraint_name = 'fk_documents_created_by_id'
+                AND table_name = 'documents'
+            ) THEN
+                ALTER TABLE documents
+                DROP CONSTRAINT fk_documents_created_by_id;
+            END IF;
+        END$$;
+        """
+    )
+
+    # Drop index
+    op.execute(
+        """
+        DROP INDEX IF EXISTS ix_documents_created_by_id;
+        """
+    )
+
+    # Drop column
+    op.execute(
+        """
+        DO $$
+        BEGIN
+            IF EXISTS (
+                SELECT 1 FROM information_schema.columns
+                WHERE table_name = 'documents' AND column_name = 'created_by_id'
+            ) THEN
+                ALTER TABLE documents
+                DROP COLUMN created_by_id;
+            END IF;
+        END$$;
+        """
+    )
+

surfsense_backend/app/connectors/composio_gmail_connector.py

@@ -394,6 +394,7 @@ async def _process_gmail_message_batch(
                 embedding=summary_embedding,
                 chunks=chunks,
                 updated_at=get_current_timestamp(),
+                created_by_id=user_id,
             )
             session.add(document)
             documents_indexed += 1

surfsense_backend/app/connectors/composio_google_calendar_connector.py

@@ -442,6 +442,7 @@ async def index_composio_google_calendar(
                     embedding=summary_embedding,
                     chunks=chunks,
                     updated_at=get_current_timestamp(),
+                    created_by_id=user_id,
                 )
                 session.add(document)
                 documents_indexed += 1

surfsense_backend/app/connectors/composio_google_drive_connector.py

@@ -1258,6 +1258,7 @@ async def _process_single_drive_file(
         embedding=summary_embedding,
         chunks=chunks,
         updated_at=get_current_timestamp(),
+        created_by_id=user_id,
     )
     session.add(document)
 

surfsense_backend/app/db.py

@@ -749,7 +749,18 @@ class Document(BaseModel, TimestampMixin):
     search_space_id = Column(
         Integer, ForeignKey("searchspaces.id", ondelete="CASCADE"), nullable=False
     )
+
+    # Track who created/uploaded this document
+    created_by_id = Column(
+        UUID(as_uuid=True),
+        ForeignKey("user.id", ondelete="SET NULL"),
+        nullable=True,  # Nullable for backward compatibility with existing records
+        index=True,
+    )
+
+    # Relationships
     search_space = relationship("SearchSpace", back_populates="documents")
+    created_by = relationship("User", back_populates="documents")
     chunks = relationship(
         "Chunk", back_populates="document", cascade="all, delete-orphan"
     )
@@ -1284,6 +1295,13 @@ if config.AUTH_TYPE == "GOOGLE":
             passive_deletes=True,
         )
 
+        # Documents created/uploaded by this user
+        documents = relationship(
+            "Document",
+            back_populates="created_by",
+            passive_deletes=True,
+        )
+
         # User memories for personalized AI responses
         memories = relationship(
             "UserMemory",
@@ -1342,6 +1360,13 @@ else:
             passive_deletes=True,
         )
 
+        # Documents created/uploaded by this user
+        documents = relationship(
+            "Document",
+            back_populates="created_by",
+            passive_deletes=True,
+        )
+
         # User memories for personalized AI responses
         memories = relationship(
             "UserMemory",

surfsense_backend/app/routes/notes_routes.py

@@ -76,6 +76,7 @@ async def create_note(
         document_metadata={"NOTE": True},
         embedding=None,  # Will be generated on first reindex
         updated_at=datetime.now(UTC),
+        created_by_id=user.id,  # Track who created this note
     )
 
     session.add(document)
@@ -93,6 +94,7 @@ async def create_note(
         search_space_id=document.search_space_id,
         created_at=document.created_at,
         updated_at=document.updated_at,
+        created_by_id=document.created_by_id,
     )
 
 

surfsense_backend/app/schemas/documents.py

@@ -1,5 +1,6 @@
 from datetime import datetime
 from typing import TypeVar
+from uuid import UUID
 
 from pydantic import BaseModel, ConfigDict
 
@@ -51,6 +52,7 @@ class DocumentRead(BaseModel):
     created_at: datetime
     updated_at: datetime | None
     search_space_id: int
+    created_by_id: UUID | None = None  # User who created/uploaded this document
 
     model_config = ConfigDict(from_attributes=True)
 

surfsense_backend/app/tasks/connector_indexers/airtable_indexer.py

@@ -417,6 +417,7 @@ async def index_airtable_records(
                                 embedding=summary_embedding,
                                 chunks=chunks,
                                 updated_at=get_current_timestamp(),
+                                created_by_id=user_id,
                             )
 
                             session.add(document)

surfsense_backend/app/tasks/connector_indexers/bookstack_indexer.py

@@ -396,6 +396,7 @@ async def index_bookstack_pages(
                     embedding=summary_embedding,
                     chunks=chunks,
                     updated_at=get_current_timestamp(),
+                    created_by_id=user_id,
                 )
 
                 session.add(document)

surfsense_backend/app/tasks/connector_indexers/clickup_indexer.py

@@ -395,6 +395,7 @@ async def index_clickup_tasks(
                         embedding=summary_embedding,
                         chunks=chunks,
                         updated_at=get_current_timestamp(),
+                        created_by_id=user_id,
                     )
 
                     session.add(document)

surfsense_backend/app/tasks/connector_indexers/confluence_indexer.py

@@ -402,6 +402,7 @@ async def index_confluence_pages(
                     embedding=summary_embedding,
                     chunks=chunks,
                     updated_at=get_current_timestamp(),
+                    created_by_id=user_id,
                 )
 
                 session.add(document)

surfsense_backend/app/tasks/connector_indexers/discord_indexer.py

@@ -527,6 +527,7 @@ async def index_discord_messages(
                                 content_hash=content_hash,
                                 unique_identifier_hash=unique_identifier_hash,
                                 updated_at=get_current_timestamp(),
+                                created_by_id=user_id,
                             )
 
                             session.add(document)

surfsense_backend/app/tasks/connector_indexers/elasticsearch_indexer.py

@@ -292,6 +292,7 @@ async def index_elasticsearch_documents(
                         document_metadata=metadata,
                         search_space_id=search_space_id,
                         updated_at=get_current_timestamp(),
+                        created_by_id=user_id,
                     )
 
                     # Create chunks and attach to document (persist via relationship)

surfsense_backend/app/tasks/connector_indexers/github_indexer.py

@@ -426,6 +426,7 @@ async def _process_repository_digest(
         search_space_id=search_space_id,
         chunks=chunks_data,
         updated_at=get_current_timestamp(),
+        created_by_id=user_id,
     )
 
     session.add(document)

surfsense_backend/app/tasks/connector_indexers/google_calendar_indexer.py

@@ -499,6 +499,7 @@ async def index_google_calendar_events(
                     embedding=summary_embedding,
                     chunks=chunks,
                     updated_at=get_current_timestamp(),
+                    created_by_id=user_id,
                 )
 
                 session.add(document)

surfsense_backend/app/tasks/connector_indexers/google_gmail_indexer.py

@@ -421,6 +421,7 @@ async def index_google_gmail_messages(
                     embedding=summary_embedding,
                     chunks=chunks,
                     updated_at=get_current_timestamp(),
+                    created_by_id=user_id,
                 )
                 session.add(document)
                 documents_indexed += 1

surfsense_backend/app/tasks/connector_indexers/jira_indexer.py

@@ -380,6 +380,7 @@ async def index_jira_issues(
                     embedding=summary_embedding,
                     chunks=chunks,
                     updated_at=get_current_timestamp(),
+                    created_by_id=user_id,
                 )
 
                 session.add(document)

surfsense_backend/app/tasks/connector_indexers/linear_indexer.py

@@ -413,6 +413,7 @@ async def index_linear_issues(
                     embedding=summary_embedding,
                     chunks=chunks,
                     updated_at=get_current_timestamp(),
+                    created_by_id=user_id,
                 )
 
                 session.add(document)

surfsense_backend/app/tasks/connector_indexers/luma_indexer.py

@@ -476,6 +476,7 @@ async def index_luma_events(
                     embedding=summary_embedding,
                     chunks=chunks,
                     updated_at=get_current_timestamp(),
+                    created_by_id=user_id,
                 )
 
                 session.add(document)

surfsense_backend/app/tasks/connector_indexers/notion_indexer.py

@@ -470,6 +470,7 @@ async def index_notion_pages(
                     embedding=summary_embedding,
                     chunks=chunks,
                     updated_at=get_current_timestamp(),
+                    created_by_id=user_id,
                 )
 
                 session.add(document)

surfsense_backend/app/tasks/connector_indexers/obsidian_indexer.py

@@ -500,6 +500,7 @@ async def index_obsidian_vault(
                         embedding=embedding,
                         chunks=chunks,
                         updated_at=get_current_timestamp(),
+                        created_by_id=user_id,
                     )
 
                     session.add(new_document)

surfsense_backend/app/tasks/connector_indexers/slack_indexer.py

@@ -389,6 +389,7 @@ async def index_slack_messages(
                         content_hash=content_hash,
                         unique_identifier_hash=unique_identifier_hash,
                         updated_at=get_current_timestamp(),
+                        created_by_id=user_id,
                     )
 
                     session.add(document)

surfsense_backend/app/tasks/connector_indexers/teams_indexer.py

@@ -430,6 +430,7 @@ async def index_teams_messages(
                                 content_hash=content_hash,
                                 unique_identifier_hash=unique_identifier_hash,
                                 updated_at=get_current_timestamp(),
+                                created_by_id=user_id,
                             )
 
                             session.add(document)

surfsense_backend/app/tasks/connector_indexers/webcrawler_indexer.py

@@ -371,6 +371,7 @@ async def index_crawled_urls(
                     embedding=summary_embedding,
                     chunks=chunks,
                     updated_at=get_current_timestamp(),
+                    created_by_id=user_id,
                 )
 
                 session.add(document)

surfsense_backend/app/tasks/document_processors/circleback_processor.py

@@ -8,10 +8,17 @@ and stores it as searchable documents in the database.
 import logging
 from typing import Any
 
+from sqlalchemy import select
 from sqlalchemy.exc import SQLAlchemyError
 from sqlalchemy.ext.asyncio import AsyncSession
 
-from app.db import Document, DocumentType
+from app.db import (
+    Document,
+    DocumentType,
+    SearchSourceConnector,
+    SearchSourceConnectorType,
+    SearchSpace,
+)
 from app.services.llm_service import get_document_summary_llm
 from app.utils.document_converters import (
     create_document_chunks,
@@ -125,6 +132,30 @@ async def add_circleback_meeting_document(
             **metadata,
         }
 
+        # Fetch the user who set up the Circleback connector (preferred)
+        # or fall back to search space owner if no connector found
+        created_by_user_id = None
+
+        # Try to find the Circleback connector for this search space
+        connector_result = await session.execute(
+            select(SearchSourceConnector.user_id).where(
+                SearchSourceConnector.search_space_id == search_space_id,
+                SearchSourceConnector.connector_type
+                == SearchSourceConnectorType.CIRCLEBACK_CONNECTOR,
+            )
+        )
+        connector_user = connector_result.scalar_one_or_none()
+
+        if connector_user:
+            # Use the user who set up the Circleback connector
+            created_by_user_id = connector_user
+        else:
+            # Fallback: use search space owner if no connector found
+            search_space_result = await session.execute(
+                select(SearchSpace.user_id).where(SearchSpace.id == search_space_id)
+            )
+            created_by_user_id = search_space_result.scalar_one_or_none()
+
         # Update or create document
         if existing_document:
             # Update existing document
@@ -160,6 +191,7 @@ async def add_circleback_meeting_document(
                 blocknote_document=blocknote_json,
                 content_needs_reindexing=False,
                 updated_at=get_current_timestamp(),
+                created_by_id=created_by_user_id,
             )
 
             session.add(document)

surfsense_backend/app/tasks/document_processors/extension_processor.py

@@ -185,6 +185,7 @@ async def add_extension_received_document(
                 unique_identifier_hash=unique_identifier_hash,
                 blocknote_document=blocknote_json,
                 updated_at=get_current_timestamp(),
+                created_by_id=user_id,
             )
 
             session.add(document)

surfsense_backend/app/tasks/document_processors/file_processors.py

@@ -526,6 +526,7 @@ async def add_received_file_document_using_unstructured(
                 blocknote_document=blocknote_json,
                 content_needs_reindexing=False,
                 updated_at=get_current_timestamp(),
+                created_by_id=user_id,
             )
 
             session.add(document)
@@ -665,6 +666,7 @@ async def add_received_file_document_using_llamacloud(
                 blocknote_document=blocknote_json,
                 content_needs_reindexing=False,
                 updated_at=get_current_timestamp(),
+                created_by_id=user_id,
             )
 
             session.add(document)
@@ -829,6 +831,7 @@ async def add_received_file_document_using_docling(
                 blocknote_document=blocknote_json,
                 content_needs_reindexing=False,
                 updated_at=get_current_timestamp(),
+                created_by_id=user_id,
             )
 
             session.add(document)

surfsense_backend/app/tasks/document_processors/markdown_processor.py

@@ -295,6 +295,7 @@ async def add_received_markdown_file_document(
                 unique_identifier_hash=primary_hash,
                 blocknote_document=blocknote_json,
                 updated_at=get_current_timestamp(),
+                created_by_id=user_id,
             )
 
             session.add(document)

surfsense_backend/app/tasks/document_processors/youtube_processor.py

@@ -357,6 +357,7 @@ async def add_youtube_video_document(
                 unique_identifier_hash=unique_identifier_hash,
                 blocknote_document=blocknote_json,
                 updated_at=get_current_timestamp(),
+                created_by_id=user_id,
             )
 
             session.add(document)