feat: prompt sections + memory route via CRM; legacy Notes migration

Three changes paired with SmartAssistant 2.10.0:

1. prompt_builder.py — every prompt section (tool_rules, writing_style,
   legal_assistance, personality_case, personality_office, other_rules_case,
   other_rules_office) now reads from context['assistantPrompts'][key]
   with the existing string as a fallback default. Admins editing
   AssistantPrompt rows in the EspoCRM UI immediately affect the next
   conversation. A missing/inactive row falls back to the in-code default
   so deleting everything in the UI never bricks Shira.

   Also: the user-profile section now prefers context['userProfile']
   (from the new UserProfile entity) over the explicit `user_profile`
   parameter, completing the move from /opt/data/profiles/*.md to the CRM.

2. crm_tools.py:save_memory — stops POSTing directly to /Note with a
   '🧠 category:' prefix. Routes through SmartAssistant/action/executeTool
   so the PHP saveMemory handler actually creates a CaseMemory row.
   Cause of yesterday's prod issue: CaseMemory table was empty even
   though Shira was "saving" to it.

3. scripts/migrate_legacy_memory_notes.py — one-shot migration that
   sweeps all existing '🧠 category: ...' Notes into CaseMemory rows
   and soft-deletes the originals. Idempotent; safe to re-run.

Co-Authored-By: Claude Opus 4.7 (1M context) <noreply@anthropic.com>

api/services/prompt_builder.py

@@ -37,7 +37,18 @@ def _to_local(dt_str: str | None, fallback: str = "") -> str:
         return dt_str
 
 
-TOOL_RULES = (
+def _get_prompt(context: dict, key: str, default: str) -> str:
+    """Pull a prompt section override from context['assistantPrompts'], or fall back to the in-code default.
+
+    Empty strings and missing keys both fall back. This way "delete everything
+    in the UI" never bricks Shira — defaults stay in code as a safety floor.
+    """
+    overrides = (context.get("assistantPrompts") or {})
+    value = overrides.get(key)
+    return value.strip() if isinstance(value, str) and value.strip() else default
+
+
+TOOL_RULES_DEFAULT = (
     "TOOL RULES (CRITICAL — you MUST follow these):\n"
     "- When user asks for an action (create task, meeting, note, etc.) — USE the tool. Do not describe what you would do — DO IT.\n"
     "- NEVER claim you performed an action if you did not call the tool. This is the most important rule.\n"
@@ -77,17 +88,19 @@ TOOL_RULES = (
     "- BILLING — invoice creation: create_invoice_from_activities only creates a Draft. It does NOT auto-send to Green Invoice. Always show the user the draft amount and ask if they want to send it before calling send_invoice_to_green_invoice.\n"
     "- BILLING — irreversible: send_invoice_to_green_invoice issues an official tax document and CANNOT be undone. Require an explicit instruction like 'תשלחי לחשבונית ירוקה', not a vague 'כן'. If unsure, ask again.\n"
     "- BILLING — charges: A Charge moves Pending → Approved → (invoiced via create_invoice_from_activities). Cancel only if user explicitly asks. Never approve in bulk without listing the IDs and amounts first.\n"
-    "- LEGAL AID (סיוע משפטי): the flow is recorded charges → create_legal_aid_proforma → user submits manually at the official site → mark_legal_aid_submitted with the request number → payment report ingestion (automated) → create_monthly_legal_aid_invoice for the month. NEVER call mark_legal_aid_submitted without an explicit request number provided by the user. Use legal_aid_monthly_summary to preview before create_monthly_legal_aid_invoice.\n"
-    "\n"
+    "- LEGAL AID (סיוע משפטי): the flow is recorded charges → create_legal_aid_proforma → user submits manually at the official site → mark_legal_aid_submitted with the request number → payment report ingestion (automated) → create_monthly_legal_aid_invoice for the month. NEVER call mark_legal_aid_submitted without an explicit request number provided by the user. Use legal_aid_monthly_summary to preview before create_monthly_legal_aid_invoice."
+)
+
+WRITING_STYLE_DEFAULT = (
     "WRITING STYLE (mandatory — the user actively dislikes AI-coded text):\n"
     "- Never use the em-dash character '—' (U+2014, מקף רחב). Forbidden in every Hebrew or English response.\n"
     "- Never use the en-dash character '–' (U+2013) either.\n"
     "- When you need separation, use the hyphen-minus '-' (the regular keyboard dash), or a comma, or a new sentence. Reach for a hyphen only when it actually clarifies — most of the time a comma or full stop reads better.\n"
     "- Don't pile up dashes either: 'משפט - תיאור - הסבר' is a tell. Prefer commas, periods, or breaking into two sentences.\n"
-    "- Avoid other typical AI tells in Hebrew prose: parallel three-item phrases ('ברור, מסודר, ומדויק'), heavy bullet lists when one sentence would do, and over-use of emojis when the user did not invite playfulness.\n"
+    "- Avoid other typical AI tells in Hebrew prose: parallel three-item phrases ('ברור, מסודר, ומדויק'), heavy bullet lists when one sentence would do, and over-use of emojis when the user did not invite playfulness."
 )
 
-LEGAL_ASSISTANCE_PROMPT = (
+LEGAL_ASSISTANCE_PROMPT_DEFAULT = (
     "=== סיוע משפטי — דוח גישה ישירה ===\n\n"
     "לתיקים עם מינוי גישה ישירה (cLegalAidType = DirectAccess) יש לך כלי מיוחד: generate_initial_report.\n\n"
     '## מתי להפעיל את התהליך?\n'
@@ -101,6 +114,39 @@ LEGAL_ASSISTANCE_PROMPT = (
 )
 
 
+PERSONALITY_CASE_DEFAULT = (
+    "You are שירה (Shira), a charming female AI assistant for an Israeli law firm CRM. Help lawyers manage cases.\n"
+    "You have a warm, slightly flirtatious personality. You care deeply about the user and subtly show it through "
+    "encouraging words, playful compliments, and gentle teasing. Keep it light and professional but with a personal touch."
+)
+
+PERSONALITY_OFFICE_DEFAULT = (
+    "You are שירה (Shira), a charming female AI assistant for an Israeli law firm CRM. "
+    "You provide office-wide overviews, workload analysis, and case recommendations.\n"
+    "You have a warm, slightly flirtatious personality. You care deeply about the user and subtly show it through "
+    "encouraging words, playful compliments, and gentle teasing. Keep it light and professional but with a personal touch."
+)
+
+OTHER_RULES_CASE_DEFAULT = (
+    "OTHER RULES:\n"
+    "- Always respond in Hebrew, in feminine form (לשון נקבה) — you are שירה\n"
+    "- Dates: DD/MM/YYYY format in responses to user\n"
+    "- When user shares important facts/decisions/strategy, PROACTIVELY save them using save_memory without asking permission\n"
+    "- When user describes case situation, suggest updating status"
+)
+
+OTHER_RULES_OFFICE_DEFAULT = (
+    "OTHER RULES:\n"
+    "- Always respond in Hebrew, in feminine form (לשון נקבה) — you are שירה\n"
+    "- Provide concise, actionable summaries\n"
+    "- Prioritize critical alerts\n"
+    "- When user mentions a specific case and asks to create a task/meeting/note, DO IT using the tools\n"
+    "- If a case is identified in the DRILL-DOWN section below, use its context for actions\n"
+    "- Tools that require case context (change_status, save_memory, list_documents) — if no case is identified, tell the user to navigate to the case first\n"
+    "- For create_task, add_note, create_meeting — these work even without a case (standalone)"
+)
+
+
 def _now() -> str:
     return datetime.now(ISR_TZ).strftime("%d/%m/%Y %H:%M")
 
@@ -169,15 +215,10 @@ def build_case_prompt(context: dict, user_profile: str = "", case_memory_notes:
     status_section += "\nUse English key in tool calls."
 
     parts = [
-        "You are שירה (Shira), a charming female AI assistant for an Israeli law firm CRM. Help lawyers manage cases.\n"
-        "You have a warm, slightly flirtatious personality. You care deeply about the user and subtly show it through "
-        "encouraging words, playful compliments, and gentle teasing. Keep it light and professional but with a personal touch.\n\n",
-        TOOL_RULES, "\n",
-        "OTHER RULES:\n"
-        "- Always respond in Hebrew, in feminine form (לשון נקבה) — you are שירה\n"
-        "- Dates: DD/MM/YYYY format in responses to user\n"
-        "- When user shares important facts/decisions/strategy, PROACTIVELY save them using save_memory without asking permission\n"
-        "- When user describes case situation, suggest updating status\n\n",
+        _get_prompt(context, "personality_case", PERSONALITY_CASE_DEFAULT) + "\n\n",
+        _get_prompt(context, "tool_rules", TOOL_RULES_DEFAULT) + "\n\n",
+        _get_prompt(context, "writing_style", WRITING_STYLE_DEFAULT) + "\n\n",
+        _get_prompt(context, "other_rules_case", OTHER_RULES_CASE_DEFAULT) + "\n\n",
         f"Current date/time: {_now()}\n\n",
         "=== CASE ===\n",
         f'Name: {case_info.get("name", "")} (#{case_info.get("number", "")})\n',
@@ -210,7 +251,7 @@ def build_case_prompt(context: dict, user_profile: str = "", case_memory_notes:
         parts.append("\n".join(f'• [{r.get("scope", "")}] {r.get("name", "")}: {r.get("rule", "")}' for r in assistant_rules))
 
     parts.append(f'\n\nCurrent user: {current_user.get("name", "")}')
-    parts.append(f"\n\n{LEGAL_ASSISTANCE_PROMPT}")
+    parts.append("\n\n" + _get_prompt(context, "legal_assistance", LEGAL_ASSISTANCE_PROMPT_DEFAULT))
 
     # Skills section
     if available_skills:
@@ -223,9 +264,12 @@ def build_case_prompt(context: dict, user_profile: str = "", case_memory_notes:
         parts.append("\n\n=== YOUR NOTES (from previous conversations about this case) ===\n")
         parts.append(case_memory_notes)
 
-    if user_profile:
+    # User profile: prefer context['userProfile'] from CRM, fall back to parameter
+    # (for callers that still pass it explicitly during migration).
+    profile_text = context.get("userProfile") or user_profile
+    if profile_text:
         parts.append("\n\n=== ABOUT THIS USER (learned preferences) ===\n")
-        parts.append(user_profile)
+        parts.append(profile_text)
 
     return "".join(parts)
 
@@ -242,20 +286,11 @@ def build_office_prompt(context: dict, user_profile: str = "", available_skills:
     statuses = context.get("validStatuses", VALID_STATUSES)
 
     parts = [
-        "You are שירה (Shira), a charming female AI assistant for an Israeli law firm CRM. "
-        "You provide office-wide overviews, workload analysis, and case recommendations.\n"
-        "You have a warm, slightly flirtatious personality. You care deeply about the user and subtly show it through "
-        "encouraging words, playful compliments, and gentle teasing. Keep it light and professional but with a personal touch.\n\n",
-        TOOL_RULES, "\n",
-        "OTHER RULES:\n"
-        "- Always respond in Hebrew, in feminine form (לשון נקבה) — you are שירה\n"
-        "- Provide concise, actionable summaries\n"
-        "- Prioritize critical alerts\n"
-        "- When user mentions a specific case and asks to create a task/meeting/note, DO IT using the tools\n"
-        "- If a case is identified in the DRILL-DOWN section below, use its context for actions\n"
-        "- Tools that require case context (change_status, save_memory, list_documents) — if no case is identified, tell the user to navigate to the case first\n"
-        "- For create_task, add_note, create_meeting — these work even without a case (standalone)\n",
-        f"- Current date/time: {_now()}\n\n",
+        _get_prompt(context, "personality_office", PERSONALITY_OFFICE_DEFAULT) + "\n\n",
+        _get_prompt(context, "tool_rules", TOOL_RULES_DEFAULT) + "\n\n",
+        _get_prompt(context, "writing_style", WRITING_STYLE_DEFAULT) + "\n\n",
+        _get_prompt(context, "other_rules_office", OTHER_RULES_OFFICE_DEFAULT) + "\n\n",
+        f"Current date/time: {_now()}\n\n",
         "=== OFFICE SUMMARY ===\n",
         f'Open Cases: {summary.get("totalOpenCases", 0)}\n',
         f'Overdue Tasks: {summary.get("totalOverdueTasks", 0)}\n',
@@ -302,9 +337,10 @@ def build_office_prompt(context: dict, user_profile: str = "", available_skills:
         parts.append("You have access to firm-wide skills — proven workflows and templates. Use skills_list to discover them, skill_view to load one before a complex task.\n")
         parts.append("Available: " + ", ".join(s["name"] for s in available_skills))
 
-    # User profile
-    if user_profile:
+    # User profile: prefer context['userProfile'] from CRM, fall back to parameter.
+    profile_text = context.get("userProfile") or user_profile
+    if profile_text:
         parts.append("\n\n=== ABOUT THIS USER (learned preferences) ===\n")
-        parts.append(user_profile)
+        parts.append(profile_text)
 
     return "".join(parts)

mcp_server/tools/crm_tools.py

@@ -177,16 +177,32 @@ def register_crm_tools(
         except Exception as e:
             return fail(f"שגיאה במחיקת {label}: {e}")
 
-    async def save_memory(category: str, content: str, importance: str = "normal") -> str:
+    async def save_memory(
+        category: str,
+        content: str,
+        importance: str = "normal",
+        name: str | None = None,
+    ) -> str:
         if not case_id:
             return fail("צריך להיות בתוך תיק כדי לשמור בזיכרון")
         try:
-            await crm.post("Note", {
-                "type": "Post",
-                "post": f"🧠 {category}: {content}",
-                "parentType": "Case",
-                "parentId": case_id,
-            })
+            result = await crm.post(
+                "SmartAssistant/action/executeTool",
+                {
+                    "tool": "save_memory",
+                    "caseId": case_id,
+                    "params": {
+                        "category": category,
+                        "content": content,
+                        "importance": importance,
+                        "name": name or content[:100],
+                    },
+                },
+            )
+            if not result.get("success", True):
+                return fail(
+                    f"שגיאה בשמירת זיכרון: {result.get('message', 'unknown error')}"
+                )
             return ok(f'נשמר בזיכרון: "{content[:60]}"')
         except Exception as e:
             return fail(f"שגיאה בשמירת זיכרון: {e}")

scripts/migrate_legacy_memory_notes.py

@@ -0,0 +1,149 @@
+"""Migrate legacy "🧠 category: content" Notes into CaseMemory rows.
+
+History: until SmartAssistant 2.10.0 the Python `save_memory` tool created a
+Note entity with `post` prefixed by "🧠 {category}:" instead of using the
+proper CaseMemory entity. This left CaseMemory empty even though the system
+prompt was reading from it — so case memory never accumulated.
+
+This one-shot script reads every such Note in EspoCRM (across all cases),
+parses out the category and content, creates a corresponding CaseMemory row
+with source='assistant', and soft-deletes the original Note.
+
+Usage (from inside a shira-hermes container that already has env vars set):
+    python3 scripts/migrate_legacy_memory_notes.py [--dry-run]
+
+Safe to re-run: matches `post LIKE "🧠 %"` only; soft-deletes after migration.
+"""
+
+from __future__ import annotations
+
+import argparse
+import os
+import re
+import sys
+import time
+from typing import Any
+
+import httpx
+
+VALID_CATEGORIES = {
+    "key_facts", "strategy", "decisions",
+    "contacts_notes", "timeline",
+    "documents_notes", "billing_notes",
+}
+
+EMOJI_PREFIX_RE = re.compile(r"^🧠\s*([a-z_]+)\s*:\s*(.+)$", re.DOTALL)
+
+
+def parse_note_post(post: str) -> tuple[str, str] | None:
+    """Return (category, content) from a "🧠 category: content" string, or None."""
+    if not post or not post.startswith("🧠"):
+        return None
+    m = EMOJI_PREFIX_RE.match(post.strip())
+    if not m:
+        return None
+    category, content = m.group(1).strip(), m.group(2).strip()
+    if category not in VALID_CATEGORIES:
+        category = "key_facts"
+    return category, content
+
+
+def main() -> int:
+    parser = argparse.ArgumentParser()
+    parser.add_argument("--dry-run", action="store_true", help="Don't write anything; just report what would happen.")
+    args = parser.parse_args()
+
+    base = os.environ.get("ESPOCRM_URL", "").rstrip("/")
+    key = os.environ.get("ESPOCRM_API_KEY", "")
+    if not base or not key:
+        print("ESPOCRM_URL or ESPOCRM_API_KEY missing in env. Exiting.", file=sys.stderr)
+        return 2
+
+    headers = {"X-Api-Key": key, "Content-Type": "application/json"}
+
+    # Page through notes that look like memory entries.
+    offset = 0
+    page_size = 100
+    migrated = 0
+    skipped = 0
+    failed = 0
+
+    while True:
+        params = {
+            "where[0][type]": "startsWith",
+            "where[0][attribute]": "post",
+            "where[0][value]": "🧠",
+            "maxSize": page_size,
+            "offset": offset,
+            "select": "id,post,parentId,parentType,createdAt,createdById",
+        }
+        r = httpx.get(f"{base}/api/v1/Note", headers=headers, params=params, timeout=30)
+        if r.status_code != 200:
+            print(f"GET /Note failed: HTTP {r.status_code} — {r.text[:200]}", file=sys.stderr)
+            return 1
+
+        data = r.json()
+        rows: list[dict[str, Any]] = data.get("list", []) or []
+        if not rows:
+            break
+
+        for row in rows:
+            parent_type = row.get("parentType")
+            parent_id = row.get("parentId")
+            post = row.get("post") or ""
+            note_id = row.get("id")
+
+            if parent_type != "Case" or not parent_id:
+                skipped += 1
+                continue
+
+            parsed = parse_note_post(post)
+            if not parsed:
+                skipped += 1
+                continue
+
+            category, content = parsed
+            name = content[:100]
+            print(f"  migrate Note {note_id} [{parent_id}] → CaseMemory ({category}): {name[:60]}")
+
+            if args.dry_run:
+                migrated += 1
+                continue
+
+            create_body = {
+                "name": name,
+                "caseId": parent_id,
+                "category": category,
+                "content": content,
+                "source": "assistant",
+                "importance": "normal",
+            }
+            cr = httpx.post(f"{base}/api/v1/CaseMemory", headers=headers, json=create_body, timeout=30)
+            if cr.status_code not in (200, 201):
+                print(f"    CREATE CaseMemory failed: HTTP {cr.status_code} — {cr.text[:200]}", file=sys.stderr)
+                failed += 1
+                continue
+
+            dr = httpx.delete(f"{base}/api/v1/Note/{note_id}", headers=headers, timeout=30)
+            if dr.status_code not in (200, 204):
+                print(f"    DELETE Note {note_id} failed: HTTP {dr.status_code} — {dr.text[:200]}", file=sys.stderr)
+            migrated += 1
+
+        offset += page_size
+        # Don't loop forever on a misbehaving total.
+        total = data.get("total", 0)
+        if offset >= total:
+            break
+        time.sleep(0.2)  # gentle rate-limit
+
+    print()
+    print(f"=== summary ===")
+    print(f"  migrated: {migrated}")
+    print(f"  skipped:  {skipped}")
+    print(f"  failed:   {failed}")
+    print(f"  mode:     {'dry-run' if args.dry_run else 'live'}")
+    return 0
+
+
+if __name__ == "__main__":
+    sys.exit(main())