Back to Contract Generation & Management

Test and QA Plan

How the build is validated before go-live: three sequential test phases, edge cases, and production verification.

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FS-DOC-06Quality

Test and QA Plan

Contract Generation and Management

[YourCompany.com] · Legal Department · Prepared by FullSpec · [Today's Date]

This document defines the complete testing programme for the Contract Generation and Management automation, covering the Contract Drafting Agent and the Signature and Filing Agent. It is written for the FullSpec team executing the build and for the process owner who joins testing in Phase 3. Testing runs in three strict phases: Unit, Integration, and End-to-end. No phase begins until every test case in the previous phase carries a confirmed pass. All test results are logged in the FullSpec confirmation record and retained for audit purposes.

01Testing approach

Testing is structured into three phases that run in strict sequence. Phase 1 validates each agent in isolation against sandbox credentials. Phase 2 validates agent handoffs, tool integrations, and edge-case resilience. Phase 3 runs a full production end-to-end trace with the process owner present. No phase begins until the previous phase fully passes, meaning zero open failures and all conditional paths confirmed.

Phase 1: Unit Testing

Estimated duration: 1 to 2 build days

Scope

Each agent tested individually: Contract Drafting Agent (T01 to T08) and Signature and Filing Agent (T09 to T16). No cross-agent calls; stub outputs used where needed.

Environment

Sandbox only. HubSpot sandbox account, DocuSign developer sandbox, Google Drive test folder, Gmail test inbox, Xero demo company, Notion test workspace.

Credential rule

No production credentials permitted in Phase 1. All API keys, OAuth tokens, and webhook URLs must point to sandbox or developer environments. Credentials are stored in the automation platform's encrypted credential vault under sandbox-prefixed entries.

Pass condition

All test cases T01 to T16 return the expected output with no unhandled errors. Every failure mode routes to the correct error branch. Phase 2 does not begin until this condition is met.

Who runs it

FullSpec team only. Process owner is not required for Phase 1.

Phase 2: Integration and Edge Case Testing

Estimated duration: 1 to 2 build days

Scope

Agent-to-agent handoffs, cross-tool data consistency, and edge cases including duplicate deals, missing HubSpot fields, tool unavailability, and manager approval timeout. Integration IDs continue from T17; edge cases use E01 onwards.

Environment

Sandbox for all tool connections. Cross-tool data written and read within the same sandbox session to verify mapping fidelity end to end without touching production records.

Credential rule

Sandbox credentials remain in use. No production OAuth tokens, no live DocuSign envelopes, no real Xero invoices. Any test that requires a webhook must use a sandbox webhook URL.

Pass condition

All integration cases T17 to T24 pass and all edge cases E01 to E08 route to the correct fallback or error handler. No silent failures. Phase 3 does not begin until this condition is met.

Who runs it

FullSpec team only. Process owner is not required for Phase 2.

Phase 3: End-to-End Production Test

Estimated duration: 1 build day plus process owner sign-off

Scope

Full production run traced from HubSpot deal trigger through to executed contract in Google Drive, CRM status update, and Xero invoice creation. Covers T25 to T29, including the process owner review and approval case.

Environment

Live production environment. Real credentials, real tool accounts. An internal test deal record and an internal test email address are used. All test records are voided after the run.

Credential rule

Production credentials active. DocuSign envelope must be sent to an internal test address only. The Xero invoice must be marked void immediately after confirmation. The HubSpot deal used for testing must be clearly labelled TEST and deleted or archived after sign-off.

Pass condition

All cases T25 to T29 pass in the production environment with no manual interventions outside the designated approval step. Process owner confirms sign-off is recorded in the FullSpec confirmation log.

Who runs it

FullSpec team leads the run. Process owner joins for T28 (approval gate verification) and T29 (final sign-off).

Test and QA PlanPage 1 of 4

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02Phase 1 — unit test cases

Sandbox credentials only. Before running any Phase 1 test, confirm that all tool connections in the automation platform point to sandbox or developer environments. Do not use production API keys, live HubSpot deals, real DocuSign envelopes, or live Xero accounts at this stage. Any credential found pointing to production must be rotated before testing proceeds.

Contract Drafting Agent (trigger: HubSpot deal stage moves to Closed Won; outputs: populated contract draft saved to Google Drive)

Scenario

Input

Expected Output

Pass Criteria

T01

Happy path: complete deal record, standard service type

HubSpot sandbox deal with all mandatory fields populated (client name, entity type, service type, start date, fee amount, payment terms)

Correct template selected; all variable fields populated accurately; draft saved to Google Drive test folder with correct naming convention

Google Drive file exists; filename matches pattern CLIENT_ContractType_YYYY-MM-DD; all placeholder fields replaced with deal data; no unfilled tokens remain in document

T02

Template selection: multiple service types mapped

Three separate sandbox deals each with a different service type value in HubSpot

Each deal triggers selection of the corresponding contract template from the library; no template mismatch

Template filename in Google Drive matches the service-type-to-template mapping table defined in the field-mapping specification for all three deals

T03

Field population accuracy: special characters and long strings

HubSpot deal with client entity name containing an ampersand and a registered trademark symbol; fee amount with decimal cents

Contract draft renders special characters correctly; fee amount formatted to two decimal places

Rendered document reviewed in Google Drive; no encoding errors; fee field matches HubSpot value exactly

T04

Failure mode: missing mandatory HubSpot field (start date absent)

HubSpot sandbox deal with start date field left blank

Agent halts population; flags the incomplete record; does not save a partial draft; sends an internal alert notification

No draft file created in Google Drive; alert notification delivered to the configured internal Gmail address; error logged in automation platform run history

T05

Failure mode: missing mandatory HubSpot field (fee amount absent)

HubSpot sandbox deal with fee amount field left blank

Agent halts; flags the record; no draft saved; internal alert sent

Same pass criteria as T04; error message text references the specific missing field name

T06

Failure mode: no matching template for service type value

HubSpot sandbox deal with service type set to a value not present in the template library

Agent halts; flags unrecognised service type; does not attempt to use a fallback template; internal alert sent

No draft file created; error log entry includes the unrecognised service type value; alert received in Gmail test inbox

T07

Failure mode: Google Drive write permission denied

Sandbox deal with all fields complete; Google Drive test folder permissions set to read-only for the automation service account

Agent logs a Google Drive write error; does not silently fail; internal alert sent; run marked as failed in automation platform

Run history shows error state; no partial file in Drive; alert received; run does not retry indefinitely (maximum three retries confirmed in logs)

T08

Naming convention enforcement

Sandbox deal with client name containing spaces and mixed case

Google Drive filename normalised to uppercase client name with underscores replacing spaces, matching the agreed naming convention

Filename in Google Drive matches the exact pattern defined in the field-mapping specification; no raw spaces in filename

Signature and Filing Agent (trigger: manager approves contract draft via Gmail approval link; outputs: DocuSign envelope dispatched, executed contract filed, HubSpot updated, Xero invoice drafted)

Scenario

Input

Expected Output

Pass Criteria

T09

Happy path: manager approves via Gmail link

Simulated approval payload from Gmail sandbox; Google Drive draft file present at expected path

DocuSign sandbox envelope created with correct recipient email and signing fields placed per template; envelope dispatched

DocuSign sandbox shows envelope in Sent status; recipient matches HubSpot contact email; signing fields present at predefined positions

T10

Reminder sequence: day-3 reminder fires

DocuSign sandbox envelope in Sent status; simulated time advance to day 3 with no signer action

DocuSign automated reminder email sent to recipient at 72-hour mark

DocuSign sandbox activity log shows reminder event at day 3; no manual intervention required

T11

Reminder sequence: day-5 reminder fires

DocuSign sandbox envelope in Sent status; simulated time advance to day 5 with no signer action

Second DocuSign reminder email sent at 120-hour mark

DocuSign sandbox activity log shows second reminder event at day 5

T12

Post-signature filing: executed contract saved to Google Drive

DocuSign sandbox envelope marked Completed (all parties signed)

Executed PDF retrieved from DocuSign and saved to the executed-contracts folder in Google Drive with standardised naming

File exists in correct subfolder; filename matches EXECUTED_CLIENT_ContractType_YYYY-MM-DD pattern; file is the signed PDF not the draft

T13

HubSpot CRM update on execution

DocuSign sandbox envelope marked Completed

HubSpot deal record updated: contract status field set to Executed; link to Google Drive executed file written to deal notes

HubSpot sandbox deal record shows correct contract status value and a valid Google Drive URL in the notes field

T14

Xero draft invoice creation on execution

DocuSign sandbox envelope marked Completed; HubSpot deal record contains fee amount and payment terms

Draft invoice created in Xero demo company with correct contact, line item description, amount, and due date derived from payment terms

Xero demo company shows a Draft invoice; contact name matches HubSpot client; amount matches fee field; due date calculated correctly from payment terms

T15

Failure mode: DocuSign envelope creation fails (API error)

Valid approval payload; DocuSign sandbox configured to return a 500 error on envelope creation

Agent logs DocuSign API error; does not proceed to send; internal alert sent; run marked failed

Run history shows error state with DocuSign error code; alert received in Gmail test inbox; no orphaned envelope in DocuSign

T16

Failure mode: Xero invoice creation fails (authentication error)

DocuSign envelope Completed; Xero OAuth token expired in sandbox

Agent logs Xero authentication error; files the contract to Google Drive and updates HubSpot regardless; sends alert that Xero step requires manual completion

Google Drive and HubSpot steps confirmed complete; Xero shows no invoice; alert received specifying Xero authentication failure and the deal reference

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03Phase 2 — integration and edge case tests

Integration tests validate data fidelity and correct handoffs between the Contract Drafting Agent and the Signature and Filing Agent, and across all connected tools. All tests run in the sandbox environment with the same credential rules as Phase 1.

Scenario

Input

Expected Output

Pass Criteria

T17

End-to-end sandbox handoff: Drafting Agent output consumed by Signature Agent

Complete sandbox deal triggers Drafting Agent; generated Google Drive file path passed to Signature Agent on approval

Signature Agent reads the correct file from Google Drive without manual path entry; envelope created from the correct draft

DocuSign sandbox envelope attachment matches the Google Drive file created by the Drafting Agent in the same test run; no hardcoded file path used

T18

HubSpot field data passes through to Xero invoice without drift

HubSpot sandbox deal with fee amount of $4,750.00 and net-30 payment terms

Xero draft invoice line item shows $4,750.00 and due date 30 days from contract execution date

Xero amount field matches HubSpot fee field exactly; no rounding; due date calculated from DocuSign completion timestamp plus 30 days

T19

Gmail approval link routes correctly to Signature Agent trigger

Approval email delivered to manager Gmail test inbox; manager clicks approve link

Signature Agent trigger fires within 60 seconds of link click; correct deal record identified from link payload

Automation platform run log shows trigger event timestamp within 60 seconds of link click; deal ID in run payload matches the originating HubSpot deal

T20

Google Drive executed-contracts folder structure matches filing specification

Three sandbox deals from different service types executed through full flow

Each executed contract filed in the correct service-type subfolder under the executed-contracts root

Google Drive folder paths for all three files match the filing specification exactly; no files land in the root or draft folder

T21

HubSpot webhook delivers deal payload within acceptable latency

Deal stage changed to Closed Won in HubSpot sandbox

Automation platform receives the webhook payload and begins the Drafting Agent run within 90 seconds

Run log timestamp is within 90 seconds of the HubSpot stage-change event; full deal payload including all mandatory fields is present in the received webhook body

T22

Concurrent deals: two deals marked won within 30 seconds of each other

Two separate sandbox deals marked Closed Won in rapid succession

Both deals processed independently; no data bleed between runs; each produces a separate correctly named draft

Two separate automation platform run instances visible in history; each run's Google Drive output contains only the data from its own HubSpot deal

T23

Manager requests changes: draft revised and re-routed

Manager clicks request-changes link in Gmail approval email; revised draft uploaded to same Google Drive path

Approval notification re-sent to manager with link to revised file; Signature Agent does not fire until a subsequent approve action

Second approval email received in Gmail test inbox referencing the revised file; no DocuSign envelope created until the approve link is clicked on the revised version

T24

Xero contact lookup: existing Xero contact matched by HubSpot email

HubSpot deal where client email matches an existing contact in Xero demo company

Xero invoice created against the existing contact record, not a duplicate

Xero demo company shows one contact record for the client; invoice is attached to the pre-existing contact; no duplicate contact created

Edge case tests below cover scenarios outside the happy path that the automation must handle gracefully without silent failure or data corruption.

Scenario

Input

Expected Output

Pass Criteria

E01

Duplicate deal trigger: same deal ID fires the webhook twice

HubSpot sandbox deal stage changed to Closed Won; webhook delivered twice due to simulated retry

Automation platform detects duplicate run via deal ID idempotency check; second run is suppressed or skipped; only one draft created

Google Drive contains exactly one draft file for the deal; run log shows second trigger identified as duplicate and halted; no duplicate DocuSign envelope

E02

Missing client email address in HubSpot deal record

Sandbox deal with all fields populated except the client contact email

Drafting Agent completes draft creation and filing; Signature Agent halts at envelope dispatch step and raises an alert specifying missing email

Draft file exists in Google Drive; DocuSign envelope not created; alert received in Gmail test inbox referencing missing email field and deal ID

E03

HubSpot API rate limit exceeded during field read

Automation platform configured to simulate a HubSpot 429 response on the deal record fetch

Automation platform applies exponential back-off; retries up to three times; if all retries fail, run is marked failed and alert sent

Run log shows retry events with back-off intervals; after three failed attempts run status is Error; alert received; no partial draft created

E04

Google Drive unavailable during draft save

Drafting Agent completes field population; Google Drive API returns 503 on file write

Agent retries write up to three times; on persistent failure, run marked failed and alert sent; no silent data loss

Run log shows retry attempts; final status is Error after three failures; alert received; no corrupted partial file in Google Drive

E05

DocuSign unavailable during envelope creation

Signature Agent receives approval trigger; DocuSign API returns 503

Agent retries up to three times with back-off; on persistent failure, run marked failed; alert sent specifying the approved deal is awaiting envelope creation

Run log confirms retry pattern; alert received with deal reference; no envelope created; HubSpot and Xero steps do not proceed

E06

Manager approval link clicked after 48-hour expiry

Approval link generated with 48-hour expiry; manager clicks link after expiry window

Automation returns an expired link response to the manager; a new approval notification is triggered automatically with a fresh link

Manager receives a second approval email with a new valid link; original link returns an error page; no duplicate draft is created

E07

Manager does not respond to approval request within 72 hours

Approval email sent; no action taken for 72 hours

Escalation reminder sent to the manager and a secondary approver (as configured) at the 72-hour mark; run remains in pending state

Escalation email received by both configured recipients at the correct time; automation platform run log shows pending state; no automatic approval or cancellation triggered

E08

Contract template file deleted from Google Drive template library mid-run

Sandbox deal triggers Drafting Agent; template file is deleted from Google Drive before the agent reads it

Agent returns a file-not-found error; no draft created; alert sent specifying the missing template filename and service type

Run log shows file-not-found error from Google Drive; no draft created; alert received with template filename; run does not attempt to use a fallback template without explicit configuration

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04Phase 3 — end-to-end production test

Important before running Phase 3: all production test runs must use an internal test email address for the DocuSign recipient. Do not send a live envelope to a real client. The HubSpot deal created for testing must be labelled TEST in the deal name and deleted or archived immediately after sign-off is confirmed. The Xero invoice created during the test must be voided in Xero before the test session closes. The Google Drive executed-contracts folder must be checked to confirm the test file is moved to a clearly marked test-archive subfolder. FullSpec will confirm each cleanup step in the test session log before Phase 3 is marked complete.

Phase 3 runs against live production credentials and live tool accounts. The FullSpec team leads each test run and the process owner is present for T28 and T29. All results are recorded in the FullSpec confirmation log. Phase 3 does not begin until every Phase 2 case carries a confirmed pass status.

Scenario

Steps Traced

Expected Output

Pass Criteria

T25

Full production run: deal to executed contract

HubSpot production deal marked Closed Won with all mandatory fields; trace through Drafting Agent, Google Drive save, Gmail approval, DocuSign dispatch, signature completion (internal test address), Google Drive filing, HubSpot update, Xero invoice

Every step completes without manual intervention outside the designated approval gate; executed contract filed in production Google Drive; HubSpot deal updated; Xero draft invoice created

All eight automated steps visible in run log with success status; executed PDF present in production executed-contracts folder with correct naming; HubSpot contract status field updated; Xero invoice in Draft state with correct amount and contact; total elapsed time from trigger to Xero invoice under 10 minutes excluding signature wait

T26

Error log verification: deliberate bad field triggers correct alert in production

Production deal created with fee amount field deliberately left blank; automation triggered

Drafting Agent halts; no draft saved to production Google Drive; alert email delivered to configured production alert inbox within 5 minutes

No file in Google Drive; alert received in production alert inbox within 5 minutes; error log entry in automation platform references the correct deal ID and the specific missing field; run status shows Error not Unknown

T27

Reminder sequence confirmed in production DocuSign

Production DocuSign envelope dispatched to internal test address; signer takes no action for 3 days

DocuSign sends automated reminder to the internal test address at day 3

Reminder email received at internal test address; DocuSign account activity log shows reminder event; no manual action taken by FullSpec or process owner to trigger the reminder

T28

Approval gate: process owner reviews and approves production test contract

Production draft contract generated from test deal; approval email delivered to process owner's production Gmail inbox; process owner clicks approve

Signature and Filing Agent fires within 60 seconds of approval click; DocuSign envelope dispatched to internal test address; process owner sees no errors during their session

Process owner confirms receipt of approval email and successful link click; automation platform run log shows Signature Agent trigger within 60 seconds; DocuSign envelope visible in production account with internal test address as recipient; process owner verbally confirms the contract content and naming are correct

T29

Process owner final review and sign-off recorded in FullSpec confirmation log

All T25 to T28 results reviewed by process owner; cleanup of test deal, test file, and Xero invoice confirmed complete

Process owner confirms all automated steps performed correctly, all outputs match expectations, and all test records have been voided or archived. Sign-off is recorded by the FullSpec team in the FullSpec confirmation log with the process owner's name, role, and timestamp.

FullSpec confirmation log entry created with: process owner name, role (Operations Manager), confirmation statement, timestamp, and a reference to this document (FS-DOC-06). No open failures remain in Phases 1, 2, or 3. Automation cleared for go-live. Process owner receives a copy of the completed confirmation log at support@gofullspec.com.

Once T29 is recorded in the FullSpec confirmation log, the automation is cleared for go-live. Contact the FullSpec team at support@gofullspec.com if any Phase 3 case requires re-testing or if a production credential needs to be rotated before the go-live date.

Test and QA PlanPage 4 of 4

Test and QA Plan

Test and QA Plan

01Testing approach

02Phase 1 — unit test cases

03Phase 2 — integration and edge case tests

04Phase 3 — end-to-end production test

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