fix(knowledge): list knowledge bases on the same authority that creates them (#6770)

* fix(knowledge): list a workspace's bases on the same authority that creates them

GET /api/knowledge authorizes the session against the canonical workspace and
then re-derives access inside the row query from a `permissions` join. Those two
no longer agree: workspace `admin` can come from an organization role alone, with
no workspace permission row behind it. Such a caller passes authorization, creates
a knowledge base, and then sees an empty list forever — the row is filtered out by
the join. Tables and files carry no equivalent join, which is why only knowledge
is affected.

Read the workspace's own rows through `getWorkspaceKnowledgeBases` once the
operation is authorized. The caller-scoped query stays only on the path with no
workspace to authorize against.

* refactor(knowledge): stop re-deriving workspace access inside the list query

The module resolves workspace authority one way everywhere — an explicit
permission row OR an organization admin role — except in the listing query,
which joined `permissions` and required a row. Both list surfaces authorized the
caller and then contradicted that authorization: an org admin could create a
knowledge base through /api/knowledge or /api/v1/knowledge and never see it
listed. Tables and files carry no such join.

Replace the caller-scoped query with `getLegacyPersonalKnowledgeBases`, which
answers only for workspace-less bases whose creator IS their only authority, and
have both surfaces read the workspace's own rows through
`getWorkspaceKnowledgeBases` after authorizing. The legacy rows keep riding along
so they stay reachable. The permissions join now appears nowhere in the module,
and the duplicated connector projection collapses onto the shared helper that
enforces the row cap.

* refactor(knowledge): clean up the module's client layer and fix two state bugs

Cleanup pass over the knowledge module — effects, state, memo, callback, React
Query, url-state, emcn, and comments — keeping the fixes that change behavior for
the better and leaving the ones that would change how the UI feels.

Bugs found and fixed:
- Opening a document flashed "Document not ready" for a frame. The chunk-row
  builder rendered the loading state as a status claim: with no document loaded
  yet it fell through to the branch that reports a missing processing status.
- A partial upload failure skipped every cache invalidation, because the throw
  jumped past them, so the list stayed missing rows the server had already
  created. Admission failures create nothing and still skip the refetch.
- The document and chunk context menus captured the row they opened on, so the
  Enable/Disable label went stale under the list's own polling. They hold an id
  and resolve against live data now.
- The action bar's "Select all"/"Clear" links were painted with `--brand-primary`,
  which is defined nowhere: the links fell back to `currentColor` and were
  indistinguishable from the text beside them.

Consistency and weight:
- Mutations no longer invalidate `detail` non-exactly for writes that touch one
  document: that key is the parent of every documents page, chunk page, tag
  definition, and connector row cached for the base.
- Dead hook surface removed (five exports with no consumer, a query instantiated
  only to reach a cache helper, a `goToPage` that only range-checked), unused
  parameters dropped, `getErrorMessage` replacing hand-rolled instanceof checks.
- `page` joins the document list's param group, so a search resets pagination in
  the same debounced write instead of writing the URL on every keystroke.
- Icons import from `@sim/emcn/icons`, the action bar composes
  `chipFilledFillTokens` instead of restating it three times, chunk cells use the
  canonical content-label chrome, and the icon-only buttons have accessible names.

* refactor(knowledge): one row reader, one visible-list composition

Follow-up from the quality pass. The two list queries had grown into near-copies
of each other — same 14-column projection, same document join, same cap check,
same row mapping — and the workspace-plus-legacy composition was pasted into both
the internal use case and the v1 route, one of which is a surface adapter that
should not be composing domain reads at all.

Both queries now read through one private projection, so a column added to one
list cannot go missing from the other half of the same rendered list, and
`listWorkspaceAndLegacyKnowledgeBases` owns the composition both surfaces call.
That merge also projects connector types once over the merged set instead of once
per source, and skips the copy-and-sort entirely when there are no legacy rows —
the common case.

Also from the review: the chunk-row memo depends on the two primitives it reads
rather than the whole polled document object, the selected chunk resolves in one
scan instead of two, an aborted chunk-search pagination throws instead of caching
a truncated result as complete, upload cache reconciliation no longer delays the
rejected promise, the key-hierarchy rule is stated once on the key factory rather
than six times at its call sites, and `TagDefinition` has one declaration.

* fix(knowledge): refresh the document list pages after a document write

Review caught a regression in the invalidation narrowing: `documents` (the list
pages) and `document` (one row) are SIBLINGS under `detail`, not parent and
child, so scoping a write to the row key left every list rendering the filename,
status, tags, `tokenCount`, and `chunkCount` it had just changed.

The key factory now exposes a `documentLists` prefix and all six document-scoped
mutations invalidate it alongside the row — the chunk mutations included, since
every chunk write moves the parent document's `tokenCount`. `detail` stays
`exact: true` where only the base's own totals move.

Also repoints the shared list-convention test at `getWorkspaceKnowledgeBases`;
it exercised the caller-scoped query this branch removed.

Author: waleedlatif1

apps/sim/app/api/v1/knowledge/route.ts

@@ -10,7 +10,7 @@ import {
 } from '@/lib/core/orchestration/types'
 import { withRouteHandler } from '@/lib/core/utils/with-route-handler'
 import { performCreateKnowledgeBase } from '@/lib/knowledge/orchestration'
-import { getKnowledgeBases } from '@/lib/knowledge/service'
+import { listWorkspaceAndLegacyKnowledgeBases } from '@/lib/knowledge/service'
 import { formatKnowledgeBase, handleError } from '@/app/api/v1/knowledge/utils'
 import {
   authenticateRequest,
@@ -43,7 +43,9 @@ export const GET = withRouteHandler(async (request: NextRequest) => {
     const accessError = await validateWorkspaceAccess(rateLimit, userId, workspaceId)
     if (accessError) return accessError
 
-    const knowledgeBases = await getKnowledgeBases(userId, workspaceId)
+    /** Read only after `validateWorkspaceAccess` authorized this caller; same list the
+     *  internal surface serves, from the same place. */
+    const knowledgeBases = await listWorkspaceAndLegacyKnowledgeBases(userId, workspaceId)
 
     return NextResponse.json({
       success: true,

apps/sim/app/workspace/[workspaceId]/knowledge/[id]/[documentId]/components/document-tags-modal/document-tags-modal.tsx

@@ -14,8 +14,8 @@ import {
   ChipModalHeader,
   handleKeyboardActivation,
   Label,
-  Trash,
 } from '@sim/emcn'
+import { Trash } from '@sim/emcn/icons'
 import { createLogger } from '@sim/logger'
 import { formatDate } from '@sim/utils/formatting'
 import {
@@ -378,11 +378,7 @@ export function DocumentTagsModal({
 
   return (
     <ChipModal open={open} onOpenChange={handleClose} srTitle='Document Tags' size='sm'>
-      <ChipModalHeader onClose={() => handleClose(false)}>
-        <div className='flex items-center justify-between'>
-          <span>Document Tags</span>
-        </div>
-      </ChipModalHeader>
+      <ChipModalHeader onClose={() => handleClose(false)}>Document Tags</ChipModalHeader>
 
       <ChipModalBody>
         <ChipModalField type='custom' title='Tags'>

apps/sim/app/workspace/[workspaceId]/knowledge/[id]/[documentId]/document.tsx

@@ -1,8 +1,17 @@
 'use client'
 
 import { useCallback, useEffect, useEffectEvent, useMemo, useRef, useState } from 'react'
-import { Badge, ChipCombobox, ChipConfirmModal, Plus, Trash } from '@sim/emcn'
-import { ChevronDown, ChevronUp, Database, FileText, Pencil, TagIcon } from '@sim/emcn/icons'
+import { Badge, ChipCombobox, ChipConfirmModal, chipContentLabelClass, cn } from '@sim/emcn'
+import {
+  ChevronDown,
+  ChevronUp,
+  Database,
+  FileText,
+  Pencil,
+  Plus,
+  TagIcon,
+  Trash,
+} from '@sim/emcn/icons'
 import { createLogger } from '@sim/logger'
 import { truncate } from '@sim/utils/string'
 import { useParams, useRouter } from 'next/navigation'
@@ -204,7 +213,6 @@ export function Document({
     chunks: initialChunks,
     currentPage: initialPage,
     totalPages: initialTotalPages,
-    goToPage: initialGoToPage,
     error: initialError,
     updateChunk: initialUpdateChunk,
   } = useDocumentChunks(
@@ -292,26 +300,22 @@ export function Document({
   const totalPagesRef = useRef(totalPages)
   totalPagesRef.current = totalPages
 
-  const goToPage = useCallback(
-    async (page: number) => {
-      await setDocumentParams({ page })
-
-      if (showingSearch) {
-        return
-      }
-      return initialGoToPage(page)
-    },
-    [showingSearch, initialGoToPage, setDocumentParams]
-  )
+  const goToPage = useCallback((page: number) => setDocumentParams({ page }), [setDocumentParams])
 
   const updateChunk = showingSearch
     ? (_id: string, _updates: Record<string, unknown>) => {}
     : initialUpdateChunk
 
   const [chunkToDelete, setChunkToDelete] = useState<ChunkData | null>(null)
-  const [isDeleteModalOpen, setIsDeleteModalOpen] = useState(false)
   const [showDeleteDocumentDialog, setShowDeleteDocumentDialog] = useState(false)
-  const [contextMenuChunk, setContextMenuChunk] = useState<ChunkData | null>(null)
+  const [contextMenuChunkId, setContextMenuChunkId] = useState<string | null>(null)
+  /**
+   * The id, not the row: the chunk list polls while a document processes, and a menu that
+   * captured the row on open would keep offering "Enable" for a chunk already enabled.
+   */
+  const contextMenuChunk = contextMenuChunkId
+    ? (displayChunks.find((chunk) => chunk.id === contextMenuChunkId) ?? null)
+    : null
 
   const { mutate: updateChunkMutation } = useUpdateChunk()
   const { mutate: deleteDocumentMutation, isPending: isDeletingDocument } = useDeleteDocument()
@@ -351,15 +355,10 @@ export function Document({
 
   const isInEditorView = selectedChunkId !== null || isCreatingNewChunk
 
-  const selectedChunk = useMemo(
-    () => (selectedChunkId ? (displayChunks.find((c) => c.id === selectedChunkId) ?? null) : null),
-    [selectedChunkId, displayChunks]
-  )
-
-  const currentChunkIndex = useMemo(
-    () => (selectedChunk ? displayChunks.findIndex((c) => c.id === selectedChunk.id) : -1),
-    [selectedChunk, displayChunks]
-  )
+  const currentChunkIndex = selectedChunkId
+    ? displayChunks.findIndex((chunk) => chunk.id === selectedChunkId)
+    : -1
+  const selectedChunk = currentChunkIndex >= 0 ? displayChunks[currentChunkIndex] : null
   const canNavigatePrev = currentChunkIndex > 0 || currentPage > 1
   const canNavigateNext = currentChunkIndex < displayChunks.length - 1 || currentPage < totalPages
 
@@ -402,14 +401,14 @@ export function Document({
     }
   }, [isDirty, isCreatingNewChunk])
 
-  const handleUnsavedChangesOpenChange = useCallback((open: boolean) => {
+  const handleUnsavedChangesOpenChange = (open: boolean) => {
     if (!open) {
       setShowUnsavedChangesAlert(false)
       setPendingAction(null)
     }
-  }, [])
+  }
 
-  const handleDiscardChanges = useCallback(() => {
+  const handleDiscardChanges = () => {
     setShowUnsavedChangesAlert(false)
     const action = pendingAction
     setPendingAction(null)
@@ -419,7 +418,7 @@ export function Document({
     } else {
       closeEditor()
     }
-  }, [pendingAction, closeEditor])
+  }
 
   const handleSaveEvent = useEffectEvent(handleSave)
 
@@ -646,7 +645,6 @@ export function Document({
         if (found) {
           setSelectedChunkId(chunkId)
         } else if (!navigatedToNewPage && totalPagesRef.current > totalPages) {
-          // A new page was created — navigate to it
           navigatedToNewPage = true
           retries = 0
           void goToPage(totalPagesRef.current)
@@ -681,10 +679,8 @@ export function Document({
       }
     : undefined
 
-  const enabledDisplayLabel = useMemo(() => {
-    if (enabledFilter.length === 0) return 'All'
-    return enabledFilter[0] === 'enabled' ? 'Enabled' : 'Disabled'
-  }, [enabledFilter])
+  const enabledDisplayLabel =
+    enabledFilter.length === 0 ? 'All' : enabledFilter[0] === 'enabled' ? 'Enabled' : 'Disabled'
 
   const filterContent = useMemo(
     () => (
@@ -724,7 +720,7 @@ export function Document({
         )}
       </div>
     ),
-    [enabledFilter, enabledDisplayLabel, setEnabledFilter]
+    [enabledFilter, setEnabledFilter]
   )
 
   const filterTags: FilterTag[] = useMemo(
@@ -746,31 +742,22 @@ export function Document({
     [setSelectedChunkId]
   )
 
-  const handleToggleEnabled = useCallback(
-    (chunkId: string) => {
-      const chunk = displayChunks.find((c) => c.id === chunkId)
-      if (!chunk) return
+  const handleToggleEnabled = (chunkId: string) => {
+    const chunk = displayChunks.find((c) => c.id === chunkId)
+    if (!chunk) return
 
-      const newEnabled = !chunk.enabled
-      updateChunk(chunkId, { enabled: newEnabled })
-      updateChunkMutation(
-        { knowledgeBaseId, documentId, chunkId, enabled: newEnabled },
-        { onError: () => updateChunk(chunkId, { enabled: chunk.enabled }) }
-      )
-    },
-    [displayChunks, knowledgeBaseId, documentId, updateChunk]
-  )
+    const newEnabled = !chunk.enabled
+    updateChunk(chunkId, { enabled: newEnabled })
+    updateChunkMutation(
+      { knowledgeBaseId, documentId, chunkId, enabled: newEnabled },
+      { onError: () => updateChunk(chunkId, { enabled: chunk.enabled }) }
+    )
+  }
 
-  const handleDeleteChunk = useCallback(
-    (chunkId: string) => {
-      const chunk = displayChunks.find((c) => c.id === chunkId)
-      if (chunk) {
-        setChunkToDelete(chunk)
-        setIsDeleteModalOpen(true)
-      }
-    },
-    [displayChunks]
-  )
+  const handleDeleteChunk = (chunkId: string) => {
+    const chunk = displayChunks.find((c) => c.id === chunkId)
+    if (chunk) setChunkToDelete(chunk)
+  }
 
   const handleCloseDeleteModal = () => {
     if (chunkToDelete) {
@@ -780,7 +767,6 @@ export function Document({
         return newSet
       })
     }
-    setIsDeleteModalOpen(false)
     setChunkToDelete(null)
   }
 
@@ -863,17 +849,14 @@ export function Document({
     performBulkChunkOperation('delete', chunksToDelete)
   }
 
-  const [enabledCount, disabledCount] = useMemo(() => {
-    let enabled = 0
-    let disabled = 0
-    for (const chunk of displayChunks) {
-      if (selectedChunks.has(chunk.id)) {
-        if (chunk.enabled) enabled++
-        else disabled++
-      }
+  let enabledCount = 0
+  let disabledCount = 0
+  for (const chunk of displayChunks) {
+    if (selectedChunks.has(chunk.id)) {
+      if (chunk.enabled) enabledCount++
+      else disabledCount++
     }
-    return [enabled, disabled]
-  }, [displayChunks, selectedChunks])
+  }
 
   const isAllSelected = displayChunks.length > 0 && selectedChunks.size === displayChunks.length
 
@@ -890,7 +873,7 @@ export function Document({
         }
       }
 
-      setContextMenuChunk(chunk)
+      setContextMenuChunkId(chunk.id)
       baseHandleContextMenu(e)
     },
     [
@@ -902,18 +885,15 @@ export function Document({
     ]
   )
 
-  const handleEmptyContextMenu = useCallback(
-    (e: React.MouseEvent) => {
-      setContextMenuChunk(null)
-      baseHandleContextMenu(e)
-    },
-    [baseHandleContextMenu]
-  )
+  const handleEmptyContextMenu = (e: React.MouseEvent) => {
+    setContextMenuChunkId(null)
+    baseHandleContextMenu(e)
+  }
 
-  const handleContextMenuClose = useCallback(() => {
+  const handleContextMenuClose = () => {
     closeContextMenu()
-    setContextMenuChunk(null)
-  }, [closeContextMenu])
+    setContextMenuChunkId(null)
+  }
 
   const selectableConfig: SelectableConfig | undefined = isCompleted
     ? {
@@ -955,7 +935,17 @@ export function Document({
     [activeSort, onSortColumn, onClearSort, goToPage]
   )
 
+  const hasDocumentData = documentData !== null
+  const processingStatus = documentData?.processingStatus
+
   const chunkRows: ResourceRow[] = useMemo(() => {
+    /**
+     * No document yet is "not known", not "not ready". Falling through to the status row
+     * flashed `Document not ready` on every open, for the frame between mount and the
+     * document query resolving — a claim about a document nothing had read yet.
+     */
+    if (!hasDocumentData) return []
+
     if (!isCompleted) {
       return [
         {
@@ -966,12 +956,10 @@ export function Document({
                 <div className='flex items-center gap-2'>
                   <FileText className='size-5 flex-shrink-0 text-[var(--text-muted)]' />
                   <span className='text-[var(--text-muted)] text-sm italic'>
-                    {documentData?.processingStatus === 'pending' &&
-                      'Document processing pending...'}
-                    {documentData?.processingStatus === 'processing' &&
-                      'Document processing in progress...'}
-                    {documentData?.processingStatus === 'failed' && 'Document processing failed'}
-                    {!documentData?.processingStatus && 'Document not ready'}
+                    {processingStatus === 'pending' && 'Document processing pending...'}
+                    {processingStatus === 'processing' && 'Document processing in progress...'}
+                    {processingStatus === 'failed' && 'Document processing failed'}
+                    {!processingStatus && 'Document not ready'}
                   </span>
                 </div>
               ),
@@ -992,16 +980,14 @@ export function Document({
         cells: {
           content: {
             content: (
-              <span className='block truncate text-[var(--text-primary)] text-sm'>
+              <span className={cn('block', chipContentLabelClass)}>
                 <SearchHighlight text={previewContent} searchQuery={searchQuery} />
               </span>
             ),
           },
           index: {
             content: (
-              <span className='font-mono text-[var(--text-primary)] text-sm'>
-                {chunk.chunkIndex}
-              </span>
+              <span className={cn('font-mono', chipContentLabelClass)}>{chunk.chunkIndex}</span>
             ),
           },
           tokens: {
@@ -1017,7 +1003,7 @@ export function Document({
         },
       }
     })
-  }, [isCompleted, documentData?.processingStatus, displayChunks, searchQuery])
+  }, [isCompleted, hasDocumentData, processingStatus, displayChunks, searchQuery])
 
   const saveLabel =
     saveStatus === 'saving'
@@ -1232,7 +1218,7 @@ export function Document({
         chunk={chunkToDelete}
         knowledgeBaseId={knowledgeBaseId}
         documentId={documentId}
-        isOpen={isDeleteModalOpen}
+        isOpen={chunkToDelete !== null}
         onClose={handleCloseDeleteModal}
       />
 

apps/sim/app/workspace/[workspaceId]/knowledge/[id]/[documentId]/loading.tsx

@@ -1,7 +1,6 @@
 'use client'
 
-import { Plus } from '@sim/emcn'
-import { Database, FileText } from '@sim/emcn/icons'
+import { Database, FileText, Plus } from '@sim/emcn/icons'
 import { noop } from '@sim/utils/helpers'
 import {
   type BreadcrumbItem,