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

tests/test_services_notes.py

@@ -0,0 +1,64 @@
+"""services/notes.py — the inline embedding moved here from the routes (#2056).
+
+Why it moved: embedding was triggered at each REST route and nowhere else, so a
+record created through MCP stayed out of semantic search and auto-inject until
+the next restart's backfill. Putting it in the service means every caller — REST,
+MCP, recurrence, snippets — gets it by construction rather than by remembering.
+
+These test the helper directly. The point of the change is that there is now ONE
+place to test.
+"""
+from scribe.services import notes as notes_svc
+
+# --- inline embedding (#2056) -----------------------------------------------
+
+def test_embed_note_uses_the_OWNER_not_the_caller():
+    """LOAD-BEARING for shared records. An embedding belongs to the record; a
+    collaborator editing a shared note must refresh the owner's row rather than
+    mint a second one under their own id. The routes this replaced passed the
+    caller's uid on one path and the owner's on another — exactly the kind of
+    inconsistency that moving it to one place removes."""
+    from unittest.mock import MagicMock, patch
+
+    note = MagicMock(id=5, user_id=42, title="T", body="B")
+    with patch("scribe.services.embeddings.upsert_note_embedding") as upsert, \
+         patch("asyncio.create_task") as create_task:
+        notes_svc.embed_note(note)
+
+    assert create_task.called
+    upsert.assert_called_once()
+    assert upsert.call_args.args[0] == 5
+    assert upsert.call_args.args[1] == 42          # owner, never the caller
+    assert upsert.call_args.args[2] == "T\nB"
+
+
+def test_embed_note_skips_a_record_with_no_text():
+    """An empty embedding is worse than none — it is a row that matches nothing
+    and hides the fact that the record was never indexed."""
+    from unittest.mock import MagicMock, patch
+
+    note = MagicMock(id=5, user_id=42, title="", body="")
+    with patch("asyncio.create_task") as create_task:
+        notes_svc.embed_note(note)
+    assert not create_task.called
+
+
+def test_embed_note_without_a_running_loop_is_not_an_error():
+    """Unit tests and scripts call create_note with no event loop. That must be
+    an ordinary case: a write that succeeded cannot be failed by its index
+    refresh."""
+    from unittest.mock import MagicMock, patch
+
+    note = MagicMock(id=5, user_id=42, title="T", body="B")
+    with patch("asyncio.create_task", side_effect=RuntimeError("no running loop")):
+        notes_svc.embed_note(note)          # must not raise
+
+
+def test_embed_note_swallows_an_indexing_failure():
+    """Same reason, wider net: the embedding model being unavailable must not
+    turn a successful save into a 500."""
+    from unittest.mock import MagicMock, patch
+
+    note = MagicMock(id=5, user_id=42, title="T", body="B")
+    with patch("asyncio.create_task", side_effect=ValueError("model gone")):
+        notes_svc.embed_note(note)          # must not raise

tests/test_shared_write_access.py

@@ -40,8 +40,7 @@ async def test_editor_share_can_update_and_writes_as_the_owner():
     with patch.object(svc, "get_snippet", AsyncMock(return_value=note)), \
          patch("scribe.services.access.can_write_note", AsyncMock(return_value=True)), \
          patch.object(svc.notes_svc, "update_note",
-                      AsyncMock(return_value=updated)) as mock_update, \
+                      AsyncMock(return_value=updated)) as mock_update:
-         patch.object(svc, "_embed_snippet", MagicMock()):
         got = await svc.update_snippet(7, 1, name="formatDuration")
 
     assert got is updated
@@ -107,8 +106,7 @@ async def test_merge_skips_sources_owned_by_someone_else():
     with patch.object(svc, "get_snippet", AsyncMock(side_effect=fake_get)), \
          patch("scribe.services.access.can_write_note", AsyncMock(return_value=True)), \
          patch.object(svc.notes_svc, "update_note", AsyncMock(return_value=target)), \
-         patch("scribe.services.trash.delete", AsyncMock(return_value=object())), \
+         patch("scribe.services.trash.delete", AsyncMock(return_value=object())):
-         patch.object(svc, "_embed_snippet", MagicMock()):
         _note, merged_ids = await svc.merge_snippets(7, 1, [2, 3])
 
     assert merged_ids == [2]

tests/test_snippet_merge_provenance.py

@@ -39,8 +39,7 @@ async def _run_merge(target, sources, source_ids):
          patch("scribe.services.access.can_write_note", AsyncMock(return_value=True)), \
          patch.object(s.notes_svc, "update_note",
                       AsyncMock(return_value=target)) as mock_update, \
-         patch("scribe.services.trash.delete", AsyncMock(return_value=object())), \
+         patch("scribe.services.trash.delete", AsyncMock(return_value=object())):
-         patch.object(s, "_embed_snippet", MagicMock()):
         await s.merge_snippets(7, target.id, source_ids)
     return mock_update.await_args.kwargs
 
@@ -88,8 +87,7 @@ async def test_an_ordinary_edit_carries_provenance_forward():
     with patch.object(s, "get_snippet", AsyncMock(return_value=note)), \
          patch("scribe.services.access.can_write_note", AsyncMock(return_value=True)), \
          patch.object(s.notes_svc, "update_note",
-                      AsyncMock(return_value=note)) as mock_update, \
+                      AsyncMock(return_value=note)) as mock_update:
-         patch.object(s, "_embed_snippet", MagicMock()):
         await s.update_snippet(7, 1, signature="f(ms) -> string")
 
     kwargs = mock_update.await_args.kwargs
@@ -106,8 +104,7 @@ async def test_a_pre_0070_row_keeps_provenance_through_the_body():
     with patch.object(s, "get_snippet", AsyncMock(return_value=note)), \
          patch("scribe.services.access.can_write_note", AsyncMock(return_value=True)), \
          patch.object(s.notes_svc, "update_note",
-                      AsyncMock(return_value=note)) as mock_update, \
+                      AsyncMock(return_value=note)) as mock_update:
-         patch.object(s, "_embed_snippet", MagicMock()):
         await s.update_snippet(7, 1, when_to_use="humanize a ms count")
 
     assert "**Merged from:** #5" in mock_update.await_args.kwargs["body"]

tests/test_snippet_unmerge.py

@@ -44,7 +44,6 @@ async def _run_unmerge(survivor, *, source_alive=None, restore=1):
         patch("scribe.services.trash.restore_entity", AsyncMock(return_value=restore)),
         patch.object(s.notes_svc, "update_note",
                      AsyncMock(return_value=survivor)) as upd,
-        patch.object(s, "_embed_snippet", MagicMock()),
     ):
         await s.unmerge_snippet(7, 1, 2)
     return upd.await_args.kwargs
@@ -127,7 +126,6 @@ async def test_a_purged_source_is_refused_and_the_survivor_is_untouched():
         patch("scribe.services.access.can_write_note", AsyncMock(return_value=True)),
         patch("scribe.services.trash.restore_entity", AsyncMock(return_value=None)),
         patch.object(s.notes_svc, "update_note", AsyncMock()) as upd,
-        patch.object(s, "_embed_snippet", MagicMock()),
     ):
         with pytest.raises(s.UnmergeError, match="purged"):
             await s.unmerge_snippet(7, 1, 2)
@@ -150,7 +148,6 @@ async def test_an_entry_without_attribution_is_refused_not_guessed():
         patch.object(s, "get_snippet", AsyncMock(side_effect=fake_get)),
         patch("scribe.services.access.can_write_note", AsyncMock(return_value=True)),
         patch.object(s.notes_svc, "update_note", AsyncMock()) as upd,
-        patch.object(s, "_embed_snippet", MagicMock()),
     ):
         with pytest.raises(s.UnmergeError, match="provenance"):
             await s.unmerge_snippet(7, 1, 2)