fix(lightspeed): improve notebook upload modal and document overwrite UX

[its-mitesh-kumar]

Description

• Fix overwrite flow so that clicking "Overwrite" in the confirmation modal adds duplicate files to the Add Document modal instead of uploading them immediately
• Reduce notebook delete toast auto-dismiss timeout from 8 seconds to 2 seconds for better UX
• Fixing Modal Name in the response.
• Fixed the Add Document modal auto-closing on upload, now allows batch file selection from multiple folders
• MessageBar is now disabled when no documents are uploaded, with a tooltip explaining the requirement
• Document Upload toast message auto dismissed.

Fixed

• Fixed https://redhat.atlassian.net/browse/RHDHBUGS-3004
• Fixed https://redhat.atlassian.net/browse/RHDHBUGS-3027

UI after changes

Screen.Recording.2026-04-28.at.1.mp4

Screen.Recording.2026-04-28.at.12.13.45.PM.mov

✔️ Checklist

• A changeset describing the change and affected packages. (more info)
• Added or Updated documentation
• Tests for new functionality and regression tests for bug fixes
• Screenshots attached (for UI changes)

[rhdh-gh-app]

Changed Packages

Package Name	Package Path	Changeset Bump	Current Version
@red-hat-developer-hub/backstage-plugin-lightspeed	workspaces/lightspeed/plugins/lightspeed	patch	v2.5.0

[karthikjeeyar]

After uploading 10 documents, if I click on Add button it doesn't let me upload more files, did we have some number of documents limit in notebooks?

I understand we shouldn't upload more than 10 files at a time, but I thought we could repeat the process to add more documents if needed. @ShiranHi wdyt?

let's say even if we dont want to upload more than 10 documents in a notebook for some reason, I think this modal needs to be conveying the right message.

[its-mitesh-kumar]

shouldn't upload more than 10 files at a time, but I thought we could repeat the process to add more documents if needed. @ShiranHi wdyt?

@karthikjeeyar Currently we have restricted to 25MB*10 files. I think we have limit of 250 MB per notebook.
If while selecting files if number crosses 10 we show the error like this.
For notebook having more than 10 documents we can disable Add button to restrict upload document and show tooltip Maximum 10 documents are allowed, delete a document to upload new document.

[its-mitesh-kumar]

@karthikjeeyar Disabled Add Button when no of files crosses 10.

Screen.Recording.2026-04-28.at.4.02.25.PM.mov

[ShiranHi]

Great work on this @its-mitesh-kumar . I have a few suggestions to refine the UI. Let me know which of these you can include now and which we should move to a separate task to avoid delaying this merge.

1. Notebook card: please align the text and the icon. Also, if there is one resource uploaded write "1 document" (singular). If no resources added please write "No documents" instead of "0 documents".

2. The background should be white for both the Notebook and the Chat main conversation area

3. Please add icons to the notebook menu:

4. Please use the + icon to be located on the left side of the "Add" button and use the plus icon we have in the side panel also in the "Add a resource" button

5. Chat field should be disabled when no resources added, I saw the tooltip but the field seems active.

6. Upload modal:

A. Let's align the text to be like in the prototype. Use chips for the file types and remove the "(0)" from the button if no files added yet (keep it for when files added).

B. The X button should not be red

7. Please remove the floating alerts when uploading a file if the upload is success users can see the files in the side panel.

8. After adding files please add a loading state like we have in the prototype.

9. Can all the rename of a resource and a notebook be inline with a double click (like in the prototype) instead of a modal?

10. Overwrite files, can we prevent from modal on top of modal in this case? We have another solution in the prototype.

I understand we shouldn't upload more than 10 files at a time, but I thought we could repeat the process to add more documents if needed. @ShiranHi wdyt?

The disable button looks good to me.

[its-mitesh-kumar]

@karthikjeeyar ! Handling duplicates file.

Screen.Recording.2026-04-28.at.4.43.42.PM.mov

[its-mitesh-kumar]

@ShiranHi ! Could you please verify whether your comments align with the Figma design: https://www.figma.com/design/urwU8VqRvHfbxMqxeVknrv/RHDH-Lightspeed---AI-Assistant?node-id=3425-19685&m=dev.
If you’re suggesting any changes or improvements, we’ll need to create a separate UX improvement story for that.

[ShiranHi]

@ShiranHi ! Could you please verify whether your comments align with the Figma design: https://www.figma.com/design/urwU8VqRvHfbxMqxeVknrv/RHDH-Lightspeed---AI-Assistant?node-id=3425-19685&m=dev. If you’re suggesting any changes or improvements, we’ll need to create a separate UX improvement story for that.

Yes, that works for me. We’ve made some progress on the UI improvements, and moving the remaining items to a follow-up ticket is the right approach.

[sonarqubecloud]

Quality Gate passed

Issues
8 New issues
0 Accepted issues

Measures
0 Security Hotspots
0.0% Coverage on New Code
0.0% Duplication on New Code

See analysis details on SonarQube Cloud

[karthikjeeyar]

All remaining UX alignment points needs to be covered in a followup ticket.

/approve
/lgtm