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Launch Plan
Audit Preparation Workflow
[YourCompany.com] · Legal Department · Prepared by FullSpec · [Today's Date]
This Launch Plan sets out everything you need to know about how the Audit Preparation Workflow automation will be built, tested, and handed over to your team. It covers what is being built, the four-stage delivery process FullSpec manages end to end, what you will need to provide before work begins, and what your role looks like once the system is live. You do not need technical knowledge to follow this plan. FullSpec handles every aspect of the build, integration, and testing. Your job is to confirm access, make one key configuration decision, and then run your next audit cycle with far less manual effort.
01What you're launching
Your team currently spends 35 to 50 hours per audit cycle manually building checklists, sending individual assignment emails, chasing overdue stakeholders, reviewing uploaded files for completeness, routing declarations for signature, and assembling the final evidence pack. This automation replaces the repetitive, high-volume portions of that cycle with two intelligent agents that monitor submissions, escalate overdue items, validate documents, and organise the final pack continuously, from the moment an audit is logged through to auditor handoff. The compliance manager retains a targeted review role for flagged or ambiguous files and approves the pack before auditor access is granted.
Process
Audit Preparation Workflow
Trigger
A new audit record is created in Notion with a confirmed engagement date
Final output
A fully organised, verified evidence pack in Google Drive, with auditor access confirmed and a completion alert posted to Slack
Agents being built
2 agents: Evidence Collection Agent and Document Review and Organisation Agent
Tools involved
Notion, Google Drive, Gmail, Slack, DocuSign
Volume
Approximately 120 document requests per audit cycle, 2 to 4 cycles per year
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02How the build works
FullSpec follows a four-stage delivery process for every automation build. Each stage has a defined set of actions, a clear owner for each task, and a gate before the next stage begins. The Standard build selected for this process is rated Moderate complexity, meaning the workflow logic, integrations, and agent configurations are more involved than a simple trigger-and-notify setup but do not require custom infrastructure or multi-framework orchestration. The full build is scoped at 48 hours of build effort across a 5-week window. You will not need to manage any of the technical work. Your input is focused on access, decisions, and sign-off at defined checkpoints.
Complexity: Moderate. Estimated delivery: 5 weeks (25 business days). The delivery clock starts at the close of Connect, not payment. Time taken to complete the Connect stage, including granting tool access and confirming the configuration decision, directly affects when Build begins.
1Connect
Business days 1 to 3
FullSpec
Sends a pre-build access checklist, reviews your current Notion workspace structure, confirms Drive folder conventions, and maps any naming or schema gaps that need resolving before Build begins. Finalises the Notion database schema and Drive folder architecture.
You
Grants tool access for Notion, Google Drive, Gmail, Slack, and DocuSign (credentials or admin invite). Confirms the document categories and naming conventions to be enforced. Makes the one configuration decision described in Section 03.
2Build
Business days 4 to 16
FullSpec
Builds the Evidence Collection Agent first: audit trigger, checklist generation, stakeholder assignment emails via Gmail, Drive folder creation, daily submission monitoring, and Slack and Gmail overdue escalation. Then builds the Document Review and Organisation Agent: Drive upload detection, file validation against the checklist, DocuSign routing for declarations, folder organisation, and completion alert to Slack. Confirms all integrations fire correctly in a staging environment.
You
Remains available to answer questions about escalation thresholds and edge cases (for example, which document types require a director signature). No technical input is required. Response time of one business day keeps the build on schedule.
3Test
Business days 17 to 22
FullSpec
Runs a full simulated audit cycle using test data, verifying all branches: checklist generation, assignment emails, overdue escalation paths, DocuSign return webhooks, flagged-file escalation to the compliance manager queue, folder organisation, and completion alerts. Documents all pass and fail results, resolves any issues, and produces the QA sign-off report.
You
Reviews the test output summary and confirms that the simulated evidence pack, assignment emails, and Slack alerts match what you would expect in a real audit cycle. Raises any concerns before the Live stage begins. No technical review is needed, only a practical check.
4Launch
Business days 23 to 25
FullSpec
Deploys the automation to your live environment, delivers the full documentation suite (SOP/Runbook, Developer Handover Pack, Integration and API Spec, Test and QA Plan), and conducts a walkthrough session with the compliance manager. Monitors the first live run for any unexpected behaviour and is available for immediate support at support@gofullspec.com.
You
Attends the walkthrough session (approximately 45 minutes). Confirms the automation is triggered on the next confirmed audit engagement. Notifies internal stakeholders that the process has changed and that they will receive assignment requests automatically from this point forward.
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03What FullSpec needs from you
FullSpec only needs access to your existing tools. No technical knowledge is required from you or your team. The table below lists exactly what is needed for each tool and when it must be in place. All access should be granted before Connect closes so that Build can start on schedule.
Notion
Admin access to your workspace so FullSpec can review the existing database structure, create the audit schema, and connect the automation trigger
Before Connect closes
Google Drive
Editor or admin access to the shared drive or folder where audit evidence is stored, plus permission to create sub-folders and set sharing settings
Before Connect closes
Gmail
OAuth authorisation for the compliance manager's Gmail account (or a shared compliance inbox) so assignment emails and reminders can be sent on your behalf
Before Connect closes
Slack
Permission to install a bot or incoming webhook into the relevant Slack channel (for example, a compliance or audit channel and a leadership channel)
Before Connect closes
DocuSign
API credentials from your DocuSign account (Client ID, Client Secret, and Account ID) and at least one template set up for declaration routing
Before Connect closes
One decision must be confirmed before Connect closes: which document types in your evidence pack require a director or executive signature, and who the nominated signatories are for each type. This drives the DocuSign routing logic and cannot be configured without it. A simple table listing document category against signatory name is all that is needed. If this is not confirmed, the Document Review and Organisation Agent cannot be built to the correct specification and the build timeline will extend.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (Compliance Manager)
Review files that the Document Review and Organisation Agent flags as incomplete or ambiguous. Approve the final evidence pack before granting auditor access. Start each new audit cycle by creating an audit record in Notion with the confirmed date and scope. Attend any configuration update calls if escalation thresholds or document categories change.
Manual checklist building, individual assignment emails, spreadsheet status updates, overdue reminder drafting, document renaming and folder reorganisation, manual DocuSign envelope preparation, and notifying auditors of pack completion
FullSpec
Monitors platform health and integration uptime. Responds to support queries at support@gofullspec.com within one business day. Provides configuration updates if document categories, signatories, or escalation rules need to change after launch. Delivers any agreed enhancements under a separate change request.
Not applicable. FullSpec does not handle day-to-day audit decisions, document content review, or auditor communications.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The automation triggers on the first live audit record created in Notion. Assignment emails go out to stakeholders automatically. The Notion checklist populates and the Drive folder structure is created without any manual steps. Some stakeholder confusion about the new process is normal and expected.
All stakeholders receive their assignment emails without the compliance manager sending a single message manually. The Notion checklist reflects real-time submission status.
Month 1
Overdue reminders fire automatically as deadlines pass. Uploaded documents are validated and organised into the correct folder structure without intervention. The compliance manager's review queue contains only genuinely flagged files rather than every submission. The evidence pack turnaround drops from 12 to 18 business days toward the 4 to 6 business day target.
The compliance manager spends 8 to 12 hours on audit prep rather than 35 to 50 hours. Fewer than 2 overdue items remain at submission, compared to 8 to 15 previously. Zero reminder emails are written by hand.
Month 3
The process runs with full confidence across at least one complete audit cycle. Stakeholders are accustomed to the automated assignment and reminder cadence. DocuSign declarations are routed and returned without manual preparation. The compliance manager's role in audit prep is oversight and exception handling rather than coordination and administration.
Annual staff cost on audit prep is tracking toward the $5,400 total (tooling plus oversight) versus the previous $18,000/year. Auditor re-submission requests are at or near zero. The payback period of 5 months is on track based on hours saved.
Next step: once you have reviewed this Launch Plan, the next action is to book your Connect session with FullSpec. At that session, FullSpec will walk through the access checklist with you, confirm the Notion schema, and lock the DocuSign signatory decision so Build can begin immediately afterward. Contact the FullSpec team at support@gofullspec.com to schedule your Connect session.
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