refactor: Use get_settings() for vector sync enabled check

Replace direct os.getenv() calls with get_settings().vector_sync_enabled
to ensure consistent behavior with both VECTOR_SYNC_ENABLED (deprecated)
and ENABLE_SEMANTIC_SEARCH environment variables.

Also add webhook management documentation guide.

Co-Authored-By: Claude Opus 4.5 <noreply@anthropic.com>

docs/webhook-management-guide.md

@@ -0,0 +1,357 @@
+# Webhook Management Guide
+
+This guide explains how to enable and disable webhooks for vector sync in each MCP server deployment mode. Webhooks enable near-real-time synchronization of content changes to the vector database, complementing the default polling-based sync.
+
+**Related ADRs:**
+- ADR-010: Webhook-Based Vector Sync
+- ADR-020: Deployment Modes and Configuration Validation
+
+## Prerequisites
+
+Before enabling webhooks, ensure:
+
+1. **Nextcloud 30+** with `webhook_listeners` app enabled
+2. **Astrolabe app** installed in Nextcloud (provides settings UI and credentials API)
+3. **MCP server** accessible from Nextcloud via HTTP(S)
+4. **Vector sync enabled** on the MCP server
+
+## Webhook Architecture Overview
+
+The webhook system has two components:
+
+1. **Webhook Registration** - Configuring Nextcloud to send change notifications to the MCP server
+2. **Background Sync Credentials** - Allowing the MCP server to access Nextcloud APIs on behalf of users
+
+Both must be configured for webhooks to function properly.
+
+## Deployment Mode Specifics
+
+### 1. Single-User BasicAuth
+
+**Configuration:**
+```bash
+NEXTCLOUD_HOST=http://localhost:8080
+NEXTCLOUD_USERNAME=admin
+NEXTCLOUD_PASSWORD=password
+VECTOR_SYNC_ENABLED=true
+```
+
+**Enable Webhooks:**
+1. Register webhooks using occ commands (requires Nextcloud admin):
+   ```bash
+   # Enable webhook_listeners app
+   php occ app:enable webhook_listeners
+
+   # Register webhooks for vector sync
+   php occ webhook_listeners:add \
+     --event "OCP\Files\Events\Node\NodeCreatedEvent" \
+     --uri "http://mcp-server:8000/webhooks/nextcloud" \
+     --method POST
+
+   # Repeat for other events (see Event Types below)
+   ```
+
+2. Optionally reduce polling frequency:
+   ```bash
+   VECTOR_SYNC_SCAN_INTERVAL=86400  # 24 hours
+   ```
+
+**Disable Webhooks:**
+```bash
+# List registered webhooks
+php occ webhook_listeners:list
+
+# Remove specific webhook by ID
+php occ webhook_listeners:remove <webhook-id>
+```
+
+**Notes:**
+- Simplest mode - admin credentials used for all operations
+- No per-user provisioning required
+- Background sync runs as the configured admin user
+
+---
+
+### 2. Multi-User BasicAuth Pass-Through
+
+**Configuration:**
+```bash
+NEXTCLOUD_HOST=http://nextcloud.example.com
+ENABLE_MULTI_USER_BASIC_AUTH=true
+ENABLE_BACKGROUND_OPERATIONS=true
+TOKEN_ENCRYPTION_KEY=<key>
+TOKEN_STORAGE_DB=/app/data/tokens.db
+VECTOR_SYNC_ENABLED=true
+# OAuth client for Astrolabe API access
+NEXTCLOUD_OIDC_CLIENT_ID=<client-id>
+NEXTCLOUD_OIDC_CLIENT_SECRET=<client-secret>
+```
+
+**Credential Architecture:**
+This mode uses **two separate credential mechanisms**:
+
+1. **OAuth Session** (for management API access, including webhooks):
+   - Obtained via browser OAuth flow (`/oauth/login`)
+   - Stores refresh token in MCP server's `tokens.db`
+   - Used for webhook registration/management APIs
+
+2. **App Password** (for background sync):
+   - Generated in Nextcloud Security settings
+   - Stored encrypted in Nextcloud's `oc_preferences` via Astrolabe
+   - Used by background scanners to access Nextcloud APIs
+
+**Enable Webhooks:**
+
+#### Step 1: Complete OAuth Login (for Management API)
+Users must authorize the MCP server to access their Nextcloud:
+
+1. Navigate to **Nextcloud Settings → Astrolabe** (Personal settings)
+2. Click **"Authorize via OAuth"** under "Option 1"
+3. Complete OAuth consent flow
+4. Verify the page shows "Background Sync Access: Active"
+
+#### Step 2: Configure App Password (for Background Sync)
+Since OAuth refresh tokens have short expiry, users should also configure an app password:
+
+1. Navigate to **Nextcloud Settings → Security**
+2. Generate a new app password (name it "Astrolabe" or "MCP Server")
+3. Return to **Nextcloud Settings → Astrolabe**
+4. Under "Option 2: App Password", paste the app password
+5. Click **Save**
+
+#### Step 3: Register Webhooks (Admin)
+Same as Single-User BasicAuth:
+```bash
+php occ webhook_listeners:add \
+  --event "OCP\Files\Events\Node\NodeCreatedEvent" \
+  --uri "http://mcp-server:8003/webhooks/nextcloud" \
+  --method POST
+```
+
+**Disable Webhooks:**
+
+*Per-User:*
+1. Navigate to **Nextcloud Settings → Astrolabe**
+2. Click **"Revoke Access"** (for OAuth tokens) or **"Revoke Access"** (for app password)
+
+*System-Wide:*
+```bash
+php occ webhook_listeners:remove <webhook-id>
+```
+
+**Troubleshooting:**
+
+If OAuth login fails with "Access forbidden - Your client is not authorized":
+1. Check if OAuth client is registered:
+   ```sql
+   SELECT id, name, client_identifier FROM oc_oidc_clients
+   WHERE dcr = 1 ORDER BY id DESC LIMIT 5;
+   ```
+2. Restart MCP server to trigger DCR re-registration
+3. Verify `NEXTCLOUD_OIDC_CLIENT_ID` and `NEXTCLOUD_OIDC_CLIENT_SECRET` are set
+
+If background sync fails with "User no longer provisioned":
+1. Verify app password is stored:
+   ```sql
+   SELECT userid, configkey FROM oc_preferences
+   WHERE appid = 'astrolabe' AND userid = 'username';
+   ```
+2. Ensure user completed **both** OAuth login AND app password setup
+
+---
+
+### 3. OAuth Single-Audience (Default OAuth Mode)
+
+**Configuration:**
+```bash
+NEXTCLOUD_HOST=http://nextcloud.example.com
+# No NEXTCLOUD_USERNAME/PASSWORD
+ENABLE_BACKGROUND_OPERATIONS=true
+TOKEN_ENCRYPTION_KEY=<key>
+TOKEN_STORAGE_DB=/app/data/tokens.db
+VECTOR_SYNC_ENABLED=true
+```
+
+**Enable Webhooks:**
+
+#### Step 1: User Provisioning
+Users authorize via OAuth with `offline_access` scope:
+
+1. MCP client initiates OAuth flow
+2. User consents to requested scopes including `offline_access`
+3. MCP server stores refresh token for background operations
+
+Alternatively, via Astrolabe UI:
+1. Navigate to **Nextcloud Settings → Astrolabe**
+2. Click **"Authorize via OAuth"**
+3. Complete consent flow
+
+#### Step 2: Register Webhooks (Admin)
+```bash
+php occ webhook_listeners:add \
+  --event "OCP\Files\Events\Node\NodeCreatedEvent" \
+  --uri "http://mcp-server:8001/webhooks/nextcloud" \
+  --method POST
+```
+
+**Disable Webhooks:**
+
+*Per-User:*
+- Via Astrolabe UI: Click "Disable Indexing" or "Disconnect"
+- Via MCP tool: Use `revoke_nextcloud_access` if available
+
+*System-Wide:*
+```bash
+php occ webhook_listeners:remove <webhook-id>
+```
+
+---
+
+### 4. OAuth Token Exchange (RFC 8693)
+
+**Configuration:**
+```bash
+NEXTCLOUD_HOST=http://nextcloud.example.com
+ENABLE_TOKEN_EXCHANGE=true
+ENABLE_BACKGROUND_OPERATIONS=true
+TOKEN_ENCRYPTION_KEY=<key>
+TOKEN_STORAGE_DB=/app/data/tokens.db
+VECTOR_SYNC_ENABLED=true
+```
+
+**Enable/Disable Webhooks:**
+Same process as OAuth Single-Audience. The token exchange happens transparently when the MCP server accesses Nextcloud APIs.
+
+---
+
+### 5. Smithery Stateless
+
+**Configuration:**
+- Configuration from session URL params
+- `VECTOR_SYNC_ENABLED=false` (required)
+
+**Webhooks:**
+**Not supported.** This mode is stateless with no persistent storage or background operations.
+
+---
+
+## Webhook Event Types
+
+Register these webhook events for full vector sync coverage:
+
+### File/Note Events
+```bash
+# Use BeforeNodeDeletedEvent for deletions (includes node.id)
+php occ webhook_listeners:add --event "OCP\Files\Events\Node\NodeCreatedEvent" --uri "$MCP_URL/webhooks/nextcloud"
+php occ webhook_listeners:add --event "OCP\Files\Events\Node\NodeWrittenEvent" --uri "$MCP_URL/webhooks/nextcloud"
+php occ webhook_listeners:add --event "OCP\Files\Events\Node\BeforeNodeDeletedEvent" --uri "$MCP_URL/webhooks/nextcloud"
+```
+
+### Calendar Events
+```bash
+php occ webhook_listeners:add --event "OCP\Calendar\Events\CalendarObjectCreatedEvent" --uri "$MCP_URL/webhooks/nextcloud"
+php occ webhook_listeners:add --event "OCP\Calendar\Events\CalendarObjectUpdatedEvent" --uri "$MCP_URL/webhooks/nextcloud"
+php occ webhook_listeners:add --event "OCP\Calendar\Events\CalendarObjectDeletedEvent" --uri "$MCP_URL/webhooks/nextcloud"
+```
+
+### Tables Events
+```bash
+php occ webhook_listeners:add --event "OCA\Tables\Event\RowAddedEvent" --uri "$MCP_URL/webhooks/nextcloud"
+php occ webhook_listeners:add --event "OCA\Tables\Event\RowUpdatedEvent" --uri "$MCP_URL/webhooks/nextcloud"
+php occ webhook_listeners:add --event "OCA\Tables\Event\RowDeletedEvent" --uri "$MCP_URL/webhooks/nextcloud"
+```
+
+## Webhook Presets (via Astrolabe UI)
+
+The Astrolabe app provides preset webhook configurations that can be enabled/disabled via the Admin settings UI:
+
+| Preset | Events Covered |
+|--------|----------------|
+| `notes_sync` | File create/update/delete for .md files |
+| `calendar_sync` | Calendar object events |
+| `tables_sync` | Tables row events |
+| `forms_sync` | Forms submission events |
+| `files_sync` | All file events (optional, high volume) |
+
+**Enable Presets:**
+1. Navigate to **Nextcloud Settings → Astrolabe** (Admin settings)
+2. Toggle desired presets in "Webhook Configuration"
+
+**Note:** Presets require the MCP server's management API to be accessible. The API uses OAuth bearer tokens from the user's session.
+
+## Security Considerations
+
+### Webhook Authentication
+Configure `WEBHOOK_SECRET` to require authentication for incoming webhooks:
+
+```bash
+# MCP Server
+WEBHOOK_SECRET=<generate-random-secret>
+
+# Nextcloud webhook registration
+php occ webhook_listeners:add \
+  --event "..." \
+  --uri "$MCP_URL/webhooks/nextcloud" \
+  --header "Authorization: Bearer <secret>"
+```
+
+### Token Storage
+- Refresh tokens and app passwords are encrypted using `TOKEN_ENCRYPTION_KEY`
+- Store the key securely (environment variable, secrets manager)
+- Different users have isolated credential storage
+
+## Monitoring
+
+### MCP Server Logs
+```bash
+# Docker
+docker compose logs mcp-multi-user-basic | grep -i webhook
+
+# Key log messages
+# - "Queued document from webhook: ..." - Success
+# - "Webhook authentication failed" - Auth error
+# - "User X no longer provisioned" - Missing credentials
+```
+
+### Nextcloud Logs
+```bash
+docker compose exec app cat /var/www/html/data/nextcloud.log | \
+  jq 'select(.message | contains("webhook"))' | tail
+```
+
+### Database Checks
+```sql
+-- Check registered webhooks
+SELECT * FROM oc_webhook_listeners;
+
+-- Check OAuth clients
+SELECT id, name, token_type FROM oc_oidc_clients WHERE dcr = 1;
+
+-- Check user credentials in Astrolabe
+SELECT userid, configkey FROM oc_preferences WHERE appid = 'astrolabe';
+```
+
+## Common Issues
+
+### "Access forbidden - Your client is not authorized to connect"
+**Cause:** OAuth client registration expired or not present in Nextcloud
+**Fix:** Restart MCP server to trigger DCR re-registration
+
+### "User X no longer provisioned, stopping scanner"
+**Cause:** Background sync credentials missing or expired
+**Fix:** User must complete credential provisioning (see mode-specific steps)
+
+### "Failed to fetch" in browser console during OAuth
+**Cause:** Network issue between browser and MCP server callback endpoint
+**Fix:** Verify MCP server is accessible at the configured `NEXTCLOUD_MCP_SERVER_URL`
+
+### Webhooks not firing
+**Causes:**
+1. `webhook_listeners` app not enabled
+2. Webhook not registered for the event type
+3. Background job workers not running
+**Fix:**
+```bash
+php occ app:enable webhook_listeners
+php occ background:cron  # or configure systemd cron
+```

nextcloud_mcp_server/auth/userinfo_routes.py

@@ -20,6 +20,7 @@ from starlette.requests import Request
 from starlette.responses import HTMLResponse, JSONResponse
 
 from nextcloud_mcp_server.client import NextcloudClient
+from nextcloud_mcp_server.config import get_settings
 
 logger = logging.getLogger(__name__)
 
@@ -106,9 +107,9 @@ async def _get_processing_status(request: Request) -> dict[str, Any] | None:
             "status": str,  # "syncing" or "idle"
         }
     """
-    # Check if vector sync is enabled
+    # Check if vector sync is enabled (supports both old and new env var names)
-    vector_sync_enabled = os.getenv("VECTOR_SYNC_ENABLED", "false").lower() == "true"
+    settings = get_settings()
-    if not vector_sync_enabled:
+    if not settings.vector_sync_enabled:
         return None
 
     try:
@@ -127,10 +128,8 @@ async def _get_processing_status(request: Request) -> dict[str, Any] | None:
         # Get Qdrant client and query indexed count
         indexed_count = 0
         try:
-            from nextcloud_mcp_server.config import get_settings
             from nextcloud_mcp_server.vector.qdrant_client import get_qdrant_client
 
-            settings = get_settings()
             qdrant_client = await get_qdrant_client()
 
             # Count documents in collection
@@ -634,7 +633,9 @@ async def user_info_html(request: Request) -> HTMLResponse:
         """
 
     # Check if vector sync is enabled (needed for Welcome tab)
-    vector_sync_enabled = os.getenv("VECTOR_SYNC_ENABLED", "false").lower() == "true"
+    # Note: get_settings() supports both ENABLE_SEMANTIC_SEARCH and VECTOR_SYNC_ENABLED
+    settings = get_settings()
+    vector_sync_enabled = settings.vector_sync_enabled
 
     # Render template
     template = _jinja_env.get_template("user_info.html")

nextcloud_mcp_server/server/semantic.py

@@ -1,7 +1,6 @@
 """Semantic search MCP tools using vector database."""
 
 import logging
-import os
 
 import anyio
 from httpx import RequestError
@@ -658,12 +657,11 @@ def configure_semantic_tools(mcp: FastMCP):
         after creating or updating content across all indexed apps.
         """
 
-        # Check if vector sync is enabled
+        # Check if vector sync is enabled (supports both old and new env var names)
-        vector_sync_enabled = (
+        from nextcloud_mcp_server.config import get_settings
-            os.getenv("VECTOR_SYNC_ENABLED", "false").lower() == "true"
-        )
 
-        if not vector_sync_enabled:
+        settings = get_settings()
+        if not settings.vector_sync_enabled:
             return VectorSyncStatusResponse(
                 indexed_count=0,
                 pending_count=0,