feat: add created_by_email field to document schema and update related components for improved user information display

surfsense_backend/app/routes/documents_routes.py

@@ -373,10 +373,11 @@ async def read_documents(
         # Convert database objects to API-friendly format
         api_documents = []
         for doc in db_documents:
-            # Get user name (display_name or email fallback)
             created_by_name = None
+            created_by_email = None
             if doc.created_by:
-                created_by_name = doc.created_by.display_name or doc.created_by.email
+                created_by_name = doc.created_by.display_name
+                created_by_email = doc.created_by.email
 
             # Parse status from JSONB
             status_data = None
@@ -400,6 +401,7 @@ async def read_documents(
                     search_space_id=doc.search_space_id,
                     created_by_id=doc.created_by_id,
                     created_by_name=created_by_name,
+                    created_by_email=created_by_email,
                     status=status_data,
                 )
             )
@@ -528,10 +530,11 @@ async def search_documents(
         # Convert database objects to API-friendly format
         api_documents = []
         for doc in db_documents:
-            # Get user name (display_name or email fallback)
             created_by_name = None
+            created_by_email = None
             if doc.created_by:
-                created_by_name = doc.created_by.display_name or doc.created_by.email
+                created_by_name = doc.created_by.display_name
+                created_by_email = doc.created_by.email
 
             # Parse status from JSONB
             status_data = None
@@ -555,6 +558,7 @@ async def search_documents(
                     search_space_id=doc.search_space_id,
                     created_by_id=doc.created_by_id,
                     created_by_name=created_by_name,
+                    created_by_email=created_by_email,
                     status=status_data,
                 )
             )

surfsense_backend/app/schemas/documents.py

@@ -60,9 +60,8 @@ class DocumentRead(BaseModel):
     updated_at: datetime | None
     search_space_id: int
     created_by_id: UUID | None = None  # User who created/uploaded this document
-    created_by_name: str | None = (
+    created_by_name: str | None = None
-        None  # Display name or email of the user who created this document
+    created_by_email: str | None = None
-    )
     status: DocumentStatusSchema | None = (
         None  # Processing status (ready, processing, failed)
     )

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

@@ -453,7 +453,7 @@ export function DocumentsTableShell({
 			) : error ? (
 				<div className="flex h-[50vh] w-full items-center justify-center">
 					<div className="flex flex-col items-center gap-3">
-						<AlertCircle className="h-8 w-8 text-destructive/60" />
+						<AlertCircle className="h-8 w-8 text-destructive" />
 						<p className="text-sm text-destructive">{t("error_loading")}</p>
 					</div>
 				</div>
@@ -627,11 +627,30 @@ export function DocumentsTableShell({
 														<DocumentTypeChip type={doc.document_type} />
 													</TableCell>
 												)}
-												{columnVisibility.created_by && (
+											{columnVisibility.created_by && (
-													<TableCell className="w-36 py-2.5 text-sm text-foreground truncate border-r border-border/40">
+												<TableCell className="w-36 py-2.5 text-sm text-foreground truncate border-r border-border/40">
-														{doc.created_by_name || "—"}
+													{doc.created_by_name ? (
-													</TableCell>
+														doc.created_by_email ? (
-												)}
+															<Tooltip>
+																<TooltipTrigger asChild>
+																	<span className="cursor-default truncate block">
+																		{doc.created_by_name}
+																	</span>
+																</TooltipTrigger>
+																<TooltipContent side="top" align="start">
+																	{doc.created_by_email}
+																</TooltipContent>
+															</Tooltip>
+														) : (
+															<span className="truncate block">{doc.created_by_name}</span>
+														)
+													) : (
+														<span className="truncate block">
+															{doc.created_by_email || "—"}
+														</span>
+													)}
+												</TableCell>
+											)}
 												{columnVisibility.created_at && (
 													<TableCell className="w-32 py-2.5 text-sm text-foreground border-r border-border/40">
 														<Tooltip>

surfsense_web/app/dashboard/[search_space_id]/documents/(manage)/components/types.ts

@@ -16,6 +16,7 @@ export type Document = {
 	search_space_id: number;
 	created_by_id?: string | null;
 	created_by_name?: string | null;
+	created_by_email?: string | null;
 	status?: DocumentStatus;
 };
 

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

@@ -115,6 +115,7 @@ export default function DocumentsTable() {
 				title: item.title,
 				created_by_id: item.created_by_id ?? null,
 				created_by_name: item.created_by_name ?? null,
+				created_by_email: item.created_by_email ?? null,
 				created_at: item.created_at,
 				status: (
 					item as {

surfsense_web/contracts/types/document.types.ts

@@ -44,6 +44,7 @@ export const document = z.object({
 	search_space_id: z.number(),
 	created_by_id: z.string().nullable().optional(),
 	created_by_name: z.string().nullable().optional(),
+	created_by_email: z.string().nullable().optional(),
 });
 
 export const extensionDocumentContent = z.object({

surfsense_web/hooks/use-documents.ts

@@ -26,7 +26,7 @@ interface DocumentElectric {
 	status: DocumentStatusType | null;
 }
 
-// Document for display (with resolved user name)
+// Document for display (with resolved user name and email)
 export interface DocumentDisplay {
 	id: number;
 	search_space_id: number;
@@ -34,6 +34,7 @@ export interface DocumentDisplay {
 	title: string;
 	created_by_id: string | null;
 	created_by_name: string | null;
+	created_by_email: string | null;
 	created_at: string;
 	status: DocumentStatusType;
 }
@@ -94,8 +95,9 @@ export function useDocuments(
 	// Track if initial API load is complete (source of truth)
 	const apiLoadedRef = useRef(false);
 
-	// User cache: userId → displayName
+	// User cache: userId → displayName / email
 	const userCacheRef = useRef<Map<string, string>>(new Map());
+	const emailCacheRef = useRef<Map<string, string>>(new Map());
 
 	// Electric sync refs
 	const syncHandleRef = useRef<SyncHandle | null>(null);
@@ -119,10 +121,21 @@ export function useDocuments(
 
 	// Populate user cache from API response
 	const populateUserCache = useCallback(
-		(items: Array<{ created_by_id?: string | null; created_by_name?: string | null }>) => {
+		(
+			items: Array<{
+				created_by_id?: string | null;
+				created_by_name?: string | null;
+				created_by_email?: string | null;
+			}>
+		) => {
 			for (const item of items) {
-				if (item.created_by_id && item.created_by_name) {
+				if (item.created_by_id) {
-					userCacheRef.current.set(item.created_by_id, item.created_by_name);
+					if (item.created_by_name) {
+						userCacheRef.current.set(item.created_by_id, item.created_by_name);
+					}
+					if (item.created_by_email) {
+						emailCacheRef.current.set(item.created_by_id, item.created_by_email);
+					}
 				}
 			}
 		},
@@ -138,6 +151,7 @@ export function useDocuments(
 			title: string;
 			created_by_id?: string | null;
 			created_by_name?: string | null;
+			created_by_email?: string | null;
 			created_at: string;
 			status?: DocumentStatusType | null;
 		}): DocumentDisplay => ({
@@ -147,6 +161,7 @@ export function useDocuments(
 			title: item.title,
 			created_by_id: item.created_by_id ?? null,
 			created_by_name: item.created_by_name ?? null,
+			created_by_email: item.created_by_email ?? null,
 			created_at: item.created_at,
 			status: item.status ?? { state: "ready" },
 		}),
@@ -160,6 +175,9 @@ export function useDocuments(
 			created_by_name: doc.created_by_id
 				? (userCacheRef.current.get(doc.created_by_id) ?? null)
 				: null,
+			created_by_email: doc.created_by_id
+				? (emailCacheRef.current.get(doc.created_by_id) ?? null)
+				: null,
 			status: doc.status ?? { state: "ready" },
 		}),
 		[]
@@ -351,6 +369,9 @@ export function useDocuments(
 											created_by_name: doc.created_by_id
 												? (userCacheRef.current.get(doc.created_by_id) ?? null)
 												: null,
+											created_by_email: doc.created_by_id
+												? (emailCacheRef.current.get(doc.created_by_id) ?? null)
+												: null,
 										}))
 									);
 								}
@@ -455,6 +476,7 @@ export function useDocuments(
 			setAllDocuments([]);
 			apiLoadedRef.current = false;
 			userCacheRef.current.clear();
+			emailCacheRef.current.clear();
 		}
 		prevSearchSpaceIdRef.current = searchSpaceId;
 	}, [searchSpaceId]);