fix(embeddings): embed in the service, so every caller gets it (#2056)

A note or task created through MCP was not semantically searchable until the
next restart's backfill ran. Embedding fired at the five REST route handlers
and nowhere else; the MCP tools call the service directly, so they skipped it.

The shape of this bug is the reason to care: it is invisible on an instance
that redeploys constantly (this one does, per rule 46) and permanent on one
that doesn't. Rule 115 — the product has to stand up for the install that
restarts twice a year, not just for the one that restarts hourly.

Moved to services/notes.embed_note(), called from create_note and update_note,
and deleted from all five routes. Every caller — REST, MCP, recurrence,
snippets — now gets it by construction rather than by remembering.

Two things fall out of having one implementation instead of six:

- It uses note.user_id, the OWNER. The routes were inconsistent: some passed
  the caller's uid, some the owner's. On a shared record the caller's id mints
  a second embedding row that nothing reads.
- services/snippets.py's _embed_snippet existed only because snippets are
  created via MCP and the routes couldn't cover them. Every one of its four
  call sites goes through notes_svc, so the helper and its four calls are gone,
  along with the eight test patches that existed to neutralise it.

RuntimeError (no running loop — unit tests, scripts) and any indexing failure
are both swallowed: a write that succeeded must not be failed by its index.

Co-Authored-By: Claude Opus 5 (1M context) <noreply@anthropic.com>
Claude-Session: https://claude.ai/code/session_01UaYUaouG9jjhATyuxCKrQs

src/scribe/routes/notes.py

@@ -1,8 +1,6 @@
-import asyncio
 import logging
 import re
 
-from scribe.services.embeddings import upsert_note_embedding
 
 from quart import Blueprint, jsonify, request
 
@@ -113,9 +111,6 @@ async def create_note_route():
         )
     except ValueError as e:
         return jsonify({"error": str(e)}), 400
-    text = f"{note.title}\n{note.body}".strip() if note.body else (note.title or "")
-    if text:
-        asyncio.create_task(upsert_note_embedding(note.id, uid, text))
     return jsonify(note.to_dict()), 201
 
 
@@ -221,9 +216,6 @@ async def update_note_route(note_id: int):
         return jsonify({"error": str(e)}), 400
     if note is None:
         return not_found("Note")
-    text = f"{note.title}\n{note.body}".strip() if note.body else (note.title or "")
-    if text:
-        asyncio.create_task(upsert_note_embedding(note.id, owner_uid, text))
     return jsonify(note.to_dict())
 
 
@@ -259,9 +251,6 @@ async def patch_note_route(note_id: int):
         return jsonify({"error": str(e)}), 400
     if note is None:
         return not_found("Note")
-    text = f"{note.title}\n{note.body}".strip() if note.body else (note.title or "")
-    if text:
-        asyncio.create_task(upsert_note_embedding(note.id, owner_uid, text))
     return jsonify(note.to_dict())
 
 

src/scribe/routes/tasks.py

@@ -1,4 +1,3 @@
-import asyncio
 from datetime import date
 
 from quart import Blueprint, jsonify, request
@@ -8,7 +7,6 @@ from scribe.models.note import TaskPriority, TaskStatus
 from scribe.routes.utils import not_found, parse_iso_date, parse_pagination
 from scribe.services.access import can_write_note
 from scribe.services import systems as systems_svc
-from scribe.services.embeddings import upsert_note_embedding
 from scribe.services.notes import (
     create_note,
     get_note_for_user,
@@ -149,9 +147,6 @@ async def create_task_route():
     )
     if data.get("system_ids") is not None:
         await systems_svc.set_record_systems(uid, task.id, data["system_ids"])
-    text = f"{task.title}\n{task.body}".strip() if task.body else (task.title or "")
-    if text:
-        asyncio.create_task(upsert_note_embedding(task.id, uid, text))
     out = task.to_dict()
     out["systems"] = [s.to_dict() for s in await systems_svc.list_record_systems(uid, task.id)]
     return jsonify(out), 201
@@ -255,9 +250,6 @@ async def update_task_route(task_id: int):
         return not_found("Task")
     if data.get("system_ids") is not None:
         await systems_svc.set_record_systems(uid, task_id, data["system_ids"])
-    text = f"{task.title}\n{task.body}".strip() if task.body else (task.title or "")
-    if text:
-        asyncio.create_task(upsert_note_embedding(task.id, task_note.user_id, text))
     out = task.to_dict()
     out["systems"] = [s.to_dict() for s in await systems_svc.list_record_systems(uid, task_id)]
     return jsonify(out)

src/scribe/services/notes.py

@@ -10,6 +10,40 @@ from scribe.models.note import Note, TaskPriority, TaskStatus
 logger = logging.getLogger(__name__)
 
 
+def embed_note(note) -> None:
+    """Refresh a note's embedding, fire-and-forget.
+
+    Lives HERE — at the service, not the route — so every caller gets it by
+    construction. Previously each REST route made this call itself and the MCP
+    tools did not, so a record created through MCP stayed out of semantic search
+    and auto-inject until the next restart's backfill ran (#2056). That is
+    invisible on an instance that redeploys constantly and permanent on one that
+    doesn't, which is the worst shape a bug can have: it only appears where
+    nobody is looking.
+
+    Uses `note.user_id` — the OWNER — rather than the caller. Embeddings belong
+    to the record, and a collaborator editing a shared note must refresh the
+    owner's row rather than mint a second one under their own id.
+
+    Import is lazy so importing this module doesn't pull in the embedding model;
+    exceptions are swallowed because a record that saved must not fail on its
+    index refresh. No running loop (unit tests, scripts) is an ordinary case,
+    not an error.
+    """
+    text = f"{note.title}\n{note.body}".strip() if note.body else (note.title or "")
+    if not text:
+        return
+    try:
+        import asyncio
+
+        from scribe.services.embeddings import upsert_note_embedding
+        asyncio.create_task(upsert_note_embedding(note.id, note.user_id, text))
+    except RuntimeError:
+        pass          # no running loop — a sync caller, not a failure
+    except Exception:  # noqa: BLE001 - never let indexing break a write
+        logger.exception("embedding refresh failed for note %s", note.id)
+
+
 def _normalize_tags(tags: list[str]) -> list[str]:
     """Lowercase, strip, deduplicate, and drop empty tags."""
     seen: set[str] = set()
@@ -115,6 +149,8 @@ async def create_note(
         await session.commit()
         await session.refresh(note)
 
+    embed_note(note)
+
     if project_id is not None:
         await _maybe_reactivate_project(project_id)
 
@@ -329,6 +365,8 @@ async def update_note(user_id: int, note_id: int, **fields: object) -> Note | No
         from scribe.services.note_versions import create_version
         await create_version(user_id, note_id, old_body, old_title, old_tags)
 
+    embed_note(note)
+
     if note.project_id is not None:
         await _maybe_reactivate_project(note.project_id)
 

src/scribe/services/snippets.py

@@ -28,7 +28,6 @@ came from.
 """
 from __future__ import annotations
 
-import asyncio
 import hashlib
 import logging
 import re
@@ -52,25 +51,6 @@ SNIPPET_TAG = "snippet"
 UNSET: object = object()
 
 
-def _embed_snippet(note) -> None:
-    """Fire-and-forget embedding refresh for a snippet.
-
-    A snippet's whole value is *immediate* recall — it must join the semantic /
-    auto-inject pool the moment it's recorded, not wait for the startup backfill.
-    Unlike a plain note (embedded at the REST-route boundary only, so its MCP
-    create path defers to restart-backfill), a snippet is recorded primarily via
-    MCP, so we embed here in the service — covering BOTH the MCP tool and the
-    REST route by construction. Mirrors the route pattern: fire-and-forget,
-    text = title + body. Import lazily so the pure serialize/parse helpers can be
-    imported without pulling in the embedding model.
-    """
-    text = f"{note.title}\n{note.body}".strip() if note.body else (note.title or "")
-    if not text:
-        return
-    from scribe.services.embeddings import upsert_note_embedding
-    asyncio.create_task(upsert_note_embedding(note.id, note.user_id, text))
-
-
 # --- serialize: structured fields -> note (title/body/tags) ------------------
 
 def compose_title(name: str, when_to_use: str = "") -> str:
@@ -640,7 +620,6 @@ async def create_snippet(
             language=language, code=code, locations=locations,
         ),
     )
-    _embed_snippet(note)
     return note
 
 
@@ -801,9 +780,6 @@ async def update_snippet(
     # As the OWNER: update_note is owner-scoped, so a shared editor's own id
     # would find nothing. The write was authorised by can_write_note above.
     updated = await notes_svc.update_note(note.user_id, snippet_id, **fields)
-    if updated is not None:
-        # Title/body changed → refresh the embedding so recall reflects the edit.
-        _embed_snippet(updated)
     return updated
 
 
@@ -1025,7 +1001,6 @@ async def merge_snippets(user_id: int, target_id: int, source_ids: list[int]):
         if batch is not None:
             merged_ids.append(s.id)
 
-    _embed_snippet(updated)
     return updated, merged_ids
 
 
@@ -1134,5 +1109,4 @@ async def unmerge_snippet(user_id: int, survivor_id: int, source_id: int):
     )
     if updated is None:
         return None
-    _embed_snippet(updated)
     return updated, restored