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Test and QA Plan

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

4 pagesPDF · Quality

FS-DOC-06Quality

Test and QA Plan

Compliance & Certification Tracking

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

This document defines the structured quality assurance process for the Compliance and Certification Tracking automation. It covers every test case across three sequential phases: unit testing of individual agents, integration and edge-case testing of agent handoffs and failure modes, and a final end-to-end production run signed off by the process owner. The FullSpec team runs Phases 1 and 2 entirely in sandbox environments; the process owner joins Phase 3 to confirm the live system behaves correctly before go-live is confirmed.

01Testing approach

Testing proceeds through three phases in strict sequence. No phase begins until the previous phase has fully passed, meaning every test case in that phase carries a recorded pass result with no open failures or deferred items. Any failure discovered during a phase resets that phase; the FullSpec team resolves the defect, re-runs the full phase, and only then advances.

Phase 1: Unit Testing

Each agent tested in isolation against controlled inputs

Scope

Individual agent logic: Compliance Monitoring Agent, Escalation Agent, and Renewal Processing Agent tested independently with mocked data inputs.

Environment

Sandbox only. No production Google Sheets, Gmail accounts, Slack workspaces, Notion databases, or Xero organisations are touched.

Credential rule

All credentials must be sandbox or test-account credentials. No production API keys, OAuth tokens, or service accounts may be active during Phase 1.

Pass condition

All cases T01 through T15 record a pass result with output matching the expected values defined in the Phase 1 table. Zero open failures.

Who runs it

FullSpec team only.

Phase 2: Integration and Edge-Case Testing

Agent handoffs and failure-mode scenarios validated end to end in sandbox

Scope

Cross-agent data handoffs, tool-to-tool writes, and all defined edge cases including duplicates, missing fields, unavailable tools, and human timeout scenarios.

Environment

Sandbox only. A representative clone of the Google Sheets register schema is used with synthetic data matching the agreed fixed column layout.

Credential rule

Sandbox credentials continue. Where a tool does not support a dedicated sandbox (e.g. Slack), a private test workspace or test channel is used and isolated from any production workspace.

Pass condition

All cases T16 through T22 and edge cases E01 through E08 record a pass result. All error-handling paths produce the correct fallback behaviour with no data written to unintended targets.

Who runs it

FullSpec team only.

Phase 3: End-to-End Production Test

Full live-environment run with process owner present

Scope

A complete production run from daily trigger through document filing and weekly report dispatch, using a controlled test record inserted into the live register and voided afterwards.

Environment

Production systems: live Google Sheets register, live Gmail, live Slack workspace (compliance channel), live Notion database, and live Xero organisation. A clearly labelled TEST record is used throughout.

Credential rule

Production credentials active. All OAuth tokens and API keys must be those approved for the live environment. No sandbox tokens may be present.

Pass condition

All cases T23 through T27 record a pass result. The process owner confirms each output is correct and the FullSpec team records that confirmation in the FullSpec platform.

Who runs it

FullSpec team executes; process owner (Operations Manager) observes and validates all outputs. Process owner provides final approval on case T27.

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02Phase 1 — unit test cases

All Phase 1 tests run against sandbox credentials only. No production API keys, Gmail accounts, Slack workspaces, Notion databases, or Xero organisations may be connected during this phase. If a production credential is detected in the environment, halt testing, rotate the credential, and restart Phase 1 from T01.

Compliance Monitoring Agent — daily scan, tier classification, reminder dispatch via Gmail and Slack.

Scenario

Input

Expected Output

Pass Criteria

T01

Happy path: item in 30-day window

Tier-1 reminder email sent via Gmail sandbox; Slack alert posted to test channel naming the item and owner

Gmail sandbox send log confirms delivery; Slack test channel shows message within 60 seconds of trigger

T02

Happy path: item in 60-day window

Tier-2 reminder email sent; Slack alert posted with 60-day urgency copy

Email subject line contains '60-day' tier label; Slack message urgency label matches

T03

Happy path: item in 90-day window

Tier-3 reminder email sent; Slack alert posted with 90-day urgency copy

Email and Slack message both reference correct item name and expiry date from the register row

T04

Item already renewed: status = Renewed

No email sent; no Slack alert posted; row skipped in run log

Gmail send log shows zero outbound messages for this row; run log entry = 'Skipped: status Renewed'

T05

Item outside all threshold windows

No action taken; row not flagged in run output

Run output contains no reference to this row's item name

T06

Missing owner email in register

Email skipped; error logged in run output with item name and row reference; Slack alert still sent to compliance channel flagging missing owner

Run log contains error entry 'Owner email missing: [item name], row [N]'; Slack alert present; no failed send attempt to empty address

T07

Malformed expiry date in register

Row skipped; error logged; no email or Slack message sent for this item

Run log entry = 'Parse error: invalid date format, row [N]'; no outbound messages triggered

Escalation Agent — five-business-day timeout detection, escalation email and direct Slack message to owner and manager.

Scenario

Input

Expected Output

Pass Criteria

T08

Happy path: no status update after 5 business days

Escalation email sent to owner and manager via Gmail sandbox; direct Slack message sent to both users; timestamp written to register row

Gmail sandbox log shows two outbound emails (owner + manager); Slack DM log confirms both messages; register row escalation_timestamp field populated with correct date-time

T09

Status updated before 5-day timeout: no escalation

No escalation email sent; no Slack DM sent; escalation_timestamp field remains blank

Gmail sandbox log shows zero new outbound escalation emails; Slack DM log clear; register row unchanged

T10

Manager email missing from register

Owner escalation email sent; manager email skipped with error logged; Slack DM sent to owner only; error written to run log

Gmail log shows one outbound escalation email (owner only); run log entry = 'Manager email missing: [item name]'; Slack DM to owner confirmed

T11

Escalation fires twice for same item: duplicate guard

No second escalation sent; agent detects existing timestamp and skips

Gmail sandbox log shows no new outbound message for this row; run log entry = 'Escalation already sent: [item name], skipping'

Renewal Processing Agent — register update, Notion document filing, Xero invoice routing.

Scenario

Input

Expected Output

Pass Criteria

T12

Happy path: owner marks renewal complete with document upload

Trigger event: renewal_status set to Complete, document file attached (PDF, under 10 MB), new expiry date provided

Register row updated with new expiry date and certificate reference; document filed in Notion sandbox with standardised name; Xero sandbox invoice entry created if invoice flag = true

Google Sheets sandbox row shows updated expiry date and doc_link matching Notion page URL; Notion sandbox page created under correct parent with agreed naming convention; Xero sandbox shows draft bill entry

T13

Renewal complete, no invoice attached

Trigger event: renewal_status = Complete, document attached, invoice_flag = false

Xero sandbox log shows zero new entries; all other outputs match T12 pass criteria

T14

Document upload fails: file type unsupported

Trigger event: renewal_status = Complete, file attached as .HEIC image

Document not filed; error logged; register not updated to Complete; Slack alert sent to compliance channel requesting resubmission in supported format

Notion sandbox shows no new page for this item; register status remains as previous value; Slack alert present; run log entry = 'Unsupported file type: .HEIC, [item name]'

T15

Notion API unavailable during filing attempt

Trigger event: renewal complete with valid document; Notion API returns 503 on first two attempts

Agent retries up to three times with exponential backoff; on third failure, error logged and Slack alert sent to FullSpec monitoring channel; register not marked complete

Run log shows three Notion API attempts with timestamps; Slack monitoring channel alert present; register status not updated to Complete

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03Phase 2 — integration and edge case tests

Integration tests validate that data flows correctly across agent boundaries and that each tool write produces the expected downstream state. IDs continue from T16.

Scenario

Agents / Tools Involved

Expected Output

Pass Criteria

T16

Full monitoring-to-escalation handoff: item not acknowledged

Compliance Monitoring Agent → Google Sheets → Escalation Agent

Monitoring agent writes reminder_sent_timestamp to register row; escalation agent reads that timestamp, calculates 5-business-day offset, and triggers escalation correctly at expiry

Timestamp written by monitoring agent is readable by escalation agent without format conversion errors; escalation fires within 1 minute of the 5-day threshold being crossed in sandbox time simulation

T17

Full monitoring-to-renewal handoff: item acknowledged and completed

Compliance Monitoring Agent → Google Sheets → Renewal Processing Agent

Monitoring agent sends reminder; owner updates status to Complete; renewal agent triggers on status change and completes register update, Notion filing, and Xero routing

Each agent reads its triggering condition from the shared register row without manual intervention; all three tool writes (Sheets, Notion, Xero) confirmed in sandbox logs within one run cycle

T18

Gmail to Slack coordination: reminder email and channel alert sent in same run

Compliance Monitoring Agent → Gmail → Slack

Both Gmail send and Slack post complete in the same scheduled run; neither blocks the other; Slack message references the same item name and expiry date as the email

Gmail sandbox log and Slack test channel both show entries with matching item name and expiry date; timestamp difference between email send and Slack post is under 30 seconds

T19

Notion filing to Google Sheets link-back: register row updated with Notion page URL

Renewal Processing Agent → Notion → Google Sheets

Renewal agent creates Notion page, captures the returned page URL, and writes it to the doc_link column in the register row

Google Sheets sandbox row doc_link cell contains a valid Notion page URL that resolves to the correct page in Notion sandbox

T20

Xero invoice routing: draft bill appears in correct Xero account

Renewal Processing Agent → Xero

Agent creates a draft Accounts Payable bill in Xero sandbox with the correct supplier name, amount (from invoice attachment metadata), and due date

Xero sandbox AP bill matches supplier name and amount extracted from the test invoice; bill status = Draft; no duplicate bill created on re-run

T21

Weekly compliance report generation and distribution

Renewal Processing Agent (reporting function) → Google Sheets → Gmail

Report compiled from current register state and sent via Gmail to the operations manager sandbox address on the scheduled weekly trigger

Gmail sandbox inbox for test ops manager address receives report email; report lists all sandbox register items with correct status values; generation-to-send time under 2 minutes

T22

Concurrent items: multiple items across different urgency tiers processed in one run

Compliance Monitoring Agent → Gmail → Slack (multiple rows)

Agent processes all flagged rows in a single run; each owner receives the correct tier email; Slack channel receives one consolidated alert listing all items rather than separate messages

Gmail sandbox log shows one outbound email per unique owner-tier combination; Slack test channel shows a single consolidated message listing all items; no rows skipped due to processing order

Edge-case tests cover scenarios involving bad data, missing inputs, unavailable tools, and human timeout conditions. These use the E-series ID sequence.

Scenario

Condition

Expected Behaviour

Pass Criteria

E01

Duplicate register rows: same item name, same expiry date, two rows

Two rows in the sandbox register share identical item_name and expiry_date values

Agent detects duplicate via composite key check (item_name + owner + expiry_date); processes only the first matching row; logs a warning for the duplicate; does not send two sets of emails

Gmail sandbox log shows one outbound email for the item; run log contains 'Duplicate detected: [item name], row [N] skipped'

E02

Missing expiry date column entirely for a row

Row skipped by monitoring agent; error written to run log; no email or Slack message triggered for this item

Run log entry = 'Missing expiry date: [item name], row [N]'; no outbound messages for this item

E03

Owner name present but email address not resolvable

Owner column contains a display name with no corresponding email record in the register or lookup table

Email step skipped for this item; Slack alert still sent to compliance channel flagging the unresolvable owner by name; error logged

Gmail sandbox log shows no send attempt for this item; Slack test channel shows alert with owner name flagged as 'email not found'; run log error entry present

E04

Gmail API rate limit hit during bulk reminder batch

Sandbox Gmail API configured to return 429 after 20 sends; register contains 25 items due in the current window

Agent pauses on 429 response, waits the retry-after interval (60 seconds), resumes sending; all 25 emails eventually sent within the same run or flagged for retry in next scheduled run

Gmail sandbox log confirms 25 total sends across the run; no items permanently skipped due to rate limit; run log documents the pause and retry

E05

Slack workspace unavailable: webhook returns 500

Slack webhook endpoint returns HTTP 500 during a monitoring agent run

Agent logs Slack failure; Gmail reminder still sent successfully; error written to run log; no retry storm (max two retries with backoff)

Gmail sandbox log confirms email sent; Slack test channel shows no message; run log shows two Slack retry attempts then 'Slack alert failed: [item name]'

E06

Notion API token expired during document filing

Notion API returns 401 Unauthorized during renewal processing

Agent halts Notion filing step; does not mark register row as Complete; logs credential error to run log; sends alert to FullSpec monitoring Slack channel

Notion sandbox shows no new page; register row status unchanged; FullSpec monitoring channel alert present with error code 401 and item reference

E07

Human timeout: owner never responds to escalation within further 5 business days

Escalation email sent and logged; 5 additional business days pass with no status update

No second automated escalation fires (duplicate guard prevents re-escalation); item remains on the pending escalation report; weekly compliance report flags item as 'Escalation sent, no response'

Gmail sandbox log shows no third outbound message for this item; weekly report email contains this item with status label 'Escalation sent, no response'; run log confirms duplicate guard triggered

E08

Xero invoice amount not parseable from attachment

Invoice PDF attached at renewal completion has no machine-readable amount field (scanned image, no text layer)

Renewal Processing Agent creates a Xero draft bill with amount = $0.00 and a flag note 'Amount requires manual entry'; does not block register update or Notion filing

Xero sandbox bill amount = $0.00 with flag note present; Google Sheets register and Notion filing both complete normally; run log entry = 'Xero amount parse failed: manual entry required, [item name]'

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04Phase 3 — end-to-end production test

Important before running Phase 3: insert a clearly labelled TEST record into the live compliance register with a synthetic item name (e.g. 'TEST-CERT-QA-001') and a controlled expiry date. Use an internal test email address for the owner field so that no real staff member receives reminder or escalation emails during the test run. After all Phase 3 cases pass, void the TEST record by setting its status to 'Voided - QA Test' and removing it from active monitoring filters. Do not delete the row; retain it for audit trail purposes.

Phase 3 tests execute against live production systems with all production credentials active. The FullSpec team walks the process owner through each case. The process owner observes outputs in real time and confirms pass or fail. The final approval is recorded in the FullSpec platform as the official go-live confirmation.

Scenario

Production Action

Expected Output

Pass Criteria

Validated By

T23

Full reminder cycle: live daily scan triggers on TEST record

TEST record inserted with expiry date 28 days from today; daily trigger fires at 07:00

Tier-1 reminder email arrives in the internal test inbox via live Gmail; Slack alert appears in live compliance channel naming TEST-CERT-QA-001

Internal test inbox receives email within 5 minutes of 07:00 trigger; Slack compliance channel shows alert; Google Sheets register reminder_sent_timestamp populated

FullSpec team

T24

Escalation path: 5-business-day timeout simulated on TEST record

Reminder_sent_timestamp in TEST record set to 5 business days ago; renewal_status = Pending; escalation agent triggered manually

Escalation email sent to internal test inbox and manager test address; Slack DM sent to both test users; escalation_timestamp written to register row

Both test inboxes receive escalation email; Slack DM log confirms two messages; register escalation_timestamp populated with current date-time

FullSpec team

T25

Renewal processing: TEST record marked complete with document

renewal_status set to Complete on TEST record; a sample PDF certificate attached; invoice_flag = true with a sample $150 invoice

Live Google Sheets register row updated with new expiry date and certificate reference; document filed in live Notion database under correct parent with standardised name; Xero draft bill created for $150

Ops manager confirms Sheets row updated correctly; Notion database shows new page with correct name and parent; Xero shows draft AP bill for $150 against the correct supplier

FullSpec team + Process Owner

T26

Error log verification: confirm all run logs are accessible and complete

FullSpec team opens the automation platform run history for all three agents across the Phase 3 test run

Each agent shows a complete run log with input values, output values, timestamps, and any error entries; logs are exportable

Process owner confirms they can access the run log view; all three agent logs show the Phase 3 TEST record entries with correct data; no unresolved errors present

FullSpec team + Process Owner

T27

Process owner review and final go-live approval

Process owner reviews all Phase 3 outputs: email content, Slack alerts, Sheets register state, Notion filing, Xero bill, and run logs

Process owner confirms all outputs are correct, legible, and match the agreed process design; provides explicit approval for go-live

Process owner states approval verbally and in the FullSpec platform confirmation prompt. Approval is recorded by the FullSpec team in the project record. This recorded confirmation serves as the official go-live sign-off. No separate signature block is required.

Process Owner

Once T27 approval is recorded in the FullSpec platform, the FullSpec team will void the TEST record in the live register (status = 'Voided - QA Test'), confirm the automation is running on its live schedule, and send a go-live summary to the process owner at their registered email. For any post-launch issues, contact the FullSpec team at support@gofullspec.com.

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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