refactor: Improve indexing notification handling and return values

- Enhanced error handling in the indexing process to differentiate between actual failures and cases where no new documents are processed.
- Updated notification messages to reflect the status accurately, including a message for when no new items are synced.
- Standardized return values across various indexer tasks to return `None` on success, simplifying logging and error management.

surfsense_backend/app/routes/search_source_connectors_routes.py

@@ -1073,17 +1073,30 @@ async def _run_indexing_with_notifications(
                     error_message=None,
                 )
         else:
-            # Failure or no documents processed
-            logger.error(
-                f"Indexing failed or no documents processed: {error_or_warning}"
-            )
-            if notification:
-                await NotificationService.connector_indexing.notify_indexing_completed(
-                    session=session,
-                    notification=notification,
-                    indexed_count=0,
-                    error_message=error_or_warning or "No documents processed",
-                )
+            # No new documents processed - check if this is an error or just no changes
+            if error_or_warning:
+                # Actual failure
+                logger.error(f"Indexing failed: {error_or_warning}")
+                if notification:
+                    await NotificationService.connector_indexing.notify_indexing_completed(
+                        session=session,
+                        notification=notification,
+                        indexed_count=0,
+                        error_message=error_or_warning,
+                    )
+            else:
+                # Success - just no new documents to index (all skipped/unchanged)
+                logger.info("Indexing completed: No new documents to process (all up to date)")
+                # Still update timestamp so ElectricSQL syncs and clears "Syncing" UI
+                if update_timestamp_func:
+                    await update_timestamp_func(session, connector_id)
+                if notification:
+                    await NotificationService.connector_indexing.notify_indexing_completed(
+                        session=session,
+                        notification=notification,
+                        indexed_count=0,
+                        error_message=None,  # No error - sync succeeded
+                    )
     except Exception as e:
         logger.error(f"Error in indexing task: {e!s}", exc_info=True)
 

surfsense_backend/app/services/notification_service.py

@@ -358,8 +358,11 @@ class ConnectorIndexingNotificationHandler(BaseNotificationHandler):
             status = "failed"
         else:
             title = f"Ready: {connector_name}"
-            item_text = "item" if indexed_count == 1 else "items"
-            message = f"Now searchable! {indexed_count} {item_text} synced."
+            if indexed_count == 0:
+                message = "Already up to date! No new items to sync."
+            else:
+                item_text = "item" if indexed_count == 1 else "items"
+                message = f"Now searchable! {indexed_count} {item_text} synced."
             status = "completed"
 
         metadata_updates = {

surfsense_backend/app/tasks/connector_indexers/discord_indexer.py

@@ -549,7 +549,7 @@ async def index_discord_messages(
         logger.info(
             f"Discord indexing completed: {documents_indexed} new messages, {documents_skipped} skipped"
         )
-        return documents_indexed, result_message
+        return documents_indexed, None  # Return None on success (result_message is for logging only)
 
     except SQLAlchemyError as db_error:
         await session.rollback()

surfsense_backend/app/tasks/connector_indexers/notion_indexer.py

@@ -464,7 +464,7 @@ async def index_notion_pages(
         # Clean up the async client
         await notion_client.close()
 
-        return total_processed, result_message
+        return total_processed, None  # Return None on success (result_message is for logging only)
 
     except SQLAlchemyError as db_error:
         await session.rollback()

surfsense_backend/app/tasks/connector_indexers/slack_indexer.py

@@ -413,7 +413,7 @@ async def index_slack_messages(
         logger.info(
             f"Slack indexing completed: {documents_indexed} new channels, {documents_skipped} skipped"
         )
-        return total_processed, result_message
+        return total_processed, None  # Return None on success (result_message is for logging only)
 
     except SQLAlchemyError as db_error:
         await session.rollback()

surfsense_backend/app/tasks/connector_indexers/teams_indexer.py

@@ -460,7 +460,7 @@ async def index_teams_messages(
             documents_indexed,
             documents_skipped,
         )
-        return total_processed, result_message
+        return total_processed, None  # Return None on success (result_message is for logging only)
 
     except SQLAlchemyError as db_error:
         await session.rollback()

surfsense_backend/app/tasks/connector_indexers/webcrawler_indexer.py

@@ -400,7 +400,7 @@ async def index_crawled_urls(
             f"{documents_updated} updated, {documents_skipped} skipped, "
             f"{len(failed_urls)} failed"
         )
-        return total_processed, result_message
+        return total_processed, None  # Return None on success (result_message is for logging only)
 
     except SQLAlchemyError as db_error:
         await session.rollback()