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

Proposal Creation Automation

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

This document defines the complete test and quality assurance programme for the Proposal Creation automation, covering the Proposal Assembly Agent and the Approval and Delivery Agent. Testing runs in three sequential phases: unit tests in a sandbox environment, integration and edge-case tests across agent handoffs, and a final end-to-end production run. The FullSpec team executes Phases 1 and 2 independently. Your process owner joins Phase 3 to review real output and record formal sign-off. No phase begins until the previous phase has fully passed.

01Testing approach

All testing follows three phases in strict sequence. No phase begins until every test case in the previous phase has reached a passing status. This sequencing ensures that integration and production tests are never run on top of unresolved unit failures, and that real prospect data is never touched until the automation is confirmed stable.

Phase 1: Unit Testing

Test each agent in isolation against sandbox data

Scope

Individual agent logic: HubSpot trigger parsing, pricing resolution, PandaDoc document generation, Slack message formatting, Gmail send composition, and HubSpot deal update writes. Each tested independently with mocked inputs.

Environment

Sandbox only. HubSpot sandbox account, PandaDoc sandbox workspace, Slack test channel (#automation-qa), Gmail test alias.

Credential rule

No production API keys permitted at this phase. All credentials must be sandbox-scoped tokens stored in the automation platform's test credential vault.

Pass condition

All test cases T01 through T14 return the expected output with zero data errors. Any single failure blocks advancement to Phase 2.

Who runs it

FullSpec team only. No process owner involvement required.

Phase 2: Integration and Edge Case Testing

Test agent handoffs and exception scenarios

Scope

End-to-end agent handoffs between the Proposal Assembly Agent and the Approval and Delivery Agent, plus all defined edge cases: duplicate triggers, missing CRM fields, unavailable external tools, and human approval timeout scenarios.

Environment

Sandbox for integration handoff tests. Edge-case tool-unavailability tests use controlled network-level mocking to simulate API failures without touching production systems.

Credential rule

Sandbox credentials continue. No production keys. Slack interactive button tests use the dedicated #automation-qa test channel only.

Pass condition

All integration test cases T15 through T20 pass and all edge-case test cases E01 through E06 pass or produce the correct documented fallback behaviour. Any critical failure blocks Phase 3.

Who runs it

FullSpec team only. No process owner involvement required.

Phase 3: End-to-End Production Test

Full live run with real deal data, process owner present

Scope

A complete production run from HubSpot deal stage change through proposal generation, Slack approval, Gmail delivery, and HubSpot deal update. Covers one clean approval path and one change-request path. Error logs inspected after each run.

Environment

Production. All production API credentials active. Test deal records use an internal test company name and an internal recipient email address. Records are voided or deleted immediately after each test.

Credential rule

Production credentials active. Confirm that all sandbox tokens have been rotated out and replaced with production-scoped credentials before this phase begins.

Pass condition

All test cases T21 through T25 pass including the process owner review case T25. Approval recorded in the FullSpec confirmation log.

Who runs it

FullSpec team executes T21 through T24. The process owner (sales manager) joins for T25 to review output and confirm sign-off.

Test and QA PlanPage 1 of 4

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02Phase 1 — unit test cases

Sandbox credentials only for all Phase 1 tests. Do not connect any production HubSpot, PandaDoc, Slack, or Gmail credentials at this phase. All test deal records must be created in the HubSpot sandbox account and all generated PandaDoc documents must be created in the PandaDoc sandbox workspace. Confirm credential scope before running T01.

Proposal Assembly Agent — Unit Tests

Scenario

Input

Expected Output

Pass Criteria

T01

Happy path: webhook fires on correct deal stage

HubSpot sandbox deal moves to 'Proposal Requested' stage with all required fields populated

Automation platform receives webhook payload; agent execution begins within 5 seconds

Execution log shows trigger received; no timeout or parse error

T02

Happy path: deal properties parsed correctly

Sandbox deal with contact name, company, product line A, deal value $12,000, standard discount tier 2

Structured data object contains: contact_name, company_name, product_line='A', deal_value=12000, discount_pct=10

All five fields present and correctly typed in the agent's resolved data object

T03

Happy path: pricing tier resolved correctly

Product line A, deal value $12,000, tier 2 discount rule stored in automation config

Unit price, discount amount, and net total calculated correctly and match expected values

Calculated net total equals $10,800 (12000 minus 10%); no rounding error

T04

Happy path: PandaDoc document created from template

Resolved data object from T03 injected into PandaDoc sandbox template ID 'proposal-master-v3'

New PandaDoc document created with all template variables populated; document status = 'draft'

PandaDoc API returns document_id; all mapped variables confirmed non-empty in document preview

T05

Happy path: expiry date set correctly

Deal created date = today; expiry rule = 14 days

PandaDoc document expiry_date = today + 14 calendar days

Expiry date in generated document matches expected date; no off-by-one error

T06

Failure: required HubSpot field missing (contact email)

Sandbox deal with contact_email field blank; all other fields populated

Agent halts document generation; flags missing field; does not create PandaDoc document

Execution log records 'validation_failed: contact_email missing'; no PandaDoc document created; alert posted to #automation-qa

T07

Failure: unrecognised product line code

Sandbox deal with product_line = 'ZZZ' (not in pricing config)

Agent halts; logs pricing resolution error; does not proceed to document generation

Log records 'pricing_error: unknown product_line ZZZ'; no document created; deal stage not advanced

T08

Failure: PandaDoc template variable name mismatch

Resolved data object uses field key 'client_name'; template expects 'prospect_name'

Document created but mismatched variable renders as blank; agent detects blank variable and flags error

Agent post-generation validation catches blank variable; logs 'template_variable_mismatch: prospect_name'; document not forwarded to approval step

T09

Failure: PandaDoc API returns 429 rate-limit error

Automated retry triggered after PandaDoc returns HTTP 429

Agent waits 10 seconds and retries up to 3 times before marking the run as failed

Execution log shows three retry attempts with timestamps; final status = 'pandadoc_unavailable'; Slack alert sent to #automation-qa

Approval and Delivery Agent — Unit Tests

Scenario

Input

Expected Output

Pass Criteria

T10

Happy path: Slack approval message posted correctly

PandaDoc draft document_id passed to Approval and Delivery Agent; manager Slack user ID configured

Slack message posted to #automation-qa with deal summary, PandaDoc preview link, and two buttons: Approve / Request Changes

Slack API returns 200; message visible in channel with both interactive buttons rendered

T11

Happy path: manager clicks Approve

Slack interactive button payload: action_id='approve', manager user ID matches configured approver

Agent receives approval event; proceeds to Gmail send step; does not loop back

Execution log records 'approval_received: approved'; Gmail send step initiated within 3 seconds

T12

Happy path: Gmail proposal email sent to prospect

Approved PandaDoc document link + prospect email address from deal record

Gmail sends email from configured sender alias with personalised subject, prospect name, company name, and PandaDoc link in body

Gmail API returns message_id; sent message appears in Sent folder of test Gmail alias; all personalisation tokens rendered correctly

T13

Happy path: HubSpot deal updated after send

Gmail send confirmed; deal_id passed to HubSpot update step

HubSpot deal stage updated to 'Proposal Sent'; activity logged with timestamp and PandaDoc document_id stored in custom field 'pandadoc_id'

HubSpot API returns 200 for both the stage update and the activity log; deal record reflects correct values in sandbox CRM

T14

Failure: manager clicks Request Changes

Slack interactive button payload: action_id='request_changes', comment='Please add enterprise SLA section'

Agent posts notification to sales rep in #automation-qa with manager's comment and PandaDoc edit link; Gmail send step does not fire; deal stage not advanced

Execution log records 'approval_received: changes_requested'; rep notification posted; no Gmail send event in log; HubSpot deal stage unchanged

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03Phase 2 — integration and edge case tests

Integration Tests — Agent Handoffs

Scenario

Input

Expected Output

Pass Criteria

T15

Handoff: Proposal Assembly Agent completes and triggers Approval and Delivery Agent

Sandbox deal passes all T01-T05 checks; Proposal Assembly Agent marks draft as complete

Approval and Delivery Agent starts within 5 seconds of Proposal Assembly Agent completion event; Slack message posted

Execution log shows sequential agent_start events with no gap exceeding 10 seconds; no manual intervention required

T16

Handoff: PandaDoc document_id correctly passed between agents

Proposal Assembly Agent outputs document_id = 'doc-sandbox-001'; Approval and Delivery Agent receives payload

Slack message preview link and Gmail body both reference 'doc-sandbox-001'; no document_id mismatch

Document ID consistent across Slack message, Gmail body, and HubSpot custom field after full run

T17

Handoff: change-request loop returns correctly to rep without retriggering assembly agent

Manager clicks Request Changes; rep edits PandaDoc manually; rep marks revision complete in configured workflow step

Approval and Delivery Agent resubmits revised document to Slack for re-approval; Proposal Assembly Agent does not refire

Log shows single Proposal Assembly Agent execution; second Slack approval message references updated document version

T18

Handoff: full approve path completes all downstream steps in sequence

Manager approves in Slack; Gmail send fires; HubSpot update fires

Gmail sent, HubSpot stage = 'Proposal Sent', activity logged, pandadoc_id stored — all within a single execution run

All three post-approval steps present in execution log with success status; no step skipped or out of order

T19

Handoff: duplicate HubSpot webhook received for same deal

HubSpot fires webhook twice for the same deal_id within 30 seconds (simulated retry)

Idempotency check detects duplicate; second execution halted; no second PandaDoc document created

Execution log records 'duplicate_trigger_suppressed: deal_id=XYZ'; single document in PandaDoc sandbox

T20

Handoff: Slack response arrives after Approval and Delivery Agent has been waiting 25 minutes

Slack approval button clicked 25 minutes after message posted (within 30-minute timeout window)

Agent accepts late response; proceeds to Gmail send; no timeout error triggered

Execution log records approval timestamp; Gmail send fires successfully; no 'timeout_exceeded' error in log

Edge Case Tests

Scenario

Input

Expected Output

Pass Criteria

E01

Duplicate trigger: same deal moves to 'Proposal Requested' twice within 10 minutes

HubSpot deal stage toggled back and then forward again by rep within 10-minute window

Second trigger suppressed by idempotency guard; no second proposal generated; rep notified via #automation-qa that a document already exists for this deal

Single PandaDoc document in sandbox; notification present in Slack channel; log shows suppression event

E02

Missing data: deal_value field is zero or null at trigger time

HubSpot deal with deal_value = null enters 'Proposal Requested' stage

Proposal Assembly Agent halts at pricing resolution step; flags 'deal_value_missing'; posts alert to #automation-qa with deal link for manual correction

No PandaDoc document created; Slack alert contains correct deal URL; deal stage not advanced past 'Proposal Requested'

E03

Missing data: prospect email address absent from HubSpot contact record

Proposal assembled successfully; Gmail send step receives null value for recipient email

Approval and Delivery Agent halts at Gmail send step; logs 'recipient_email_missing'; notifies rep; HubSpot deal stage held at 'Proposal Requested'

No email sent; rep notification includes instructions to add email to HubSpot contact record and re-trigger

E04

Unavailable tool: PandaDoc API returns HTTP 503 for more than 3 consecutive retries

PandaDoc sandbox endpoint mocked to return 503 for 4 consecutive requests

Agent exhausts retry logic after 3 attempts; posts 'pandadoc_unavailable' alert to #automation-qa; execution paused; deal stage unchanged

Execution log shows 3 retry entries plus final 'max_retries_exceeded' status; no partial document created; alert visible in Slack

E05

Unavailable tool: HubSpot API rate limit hit during deal update step

HubSpot sandbox mocked to return HTTP 429 on deal stage update call

Agent queues the update and retries after 15-second back-off; succeeds on second attempt without failing the overall run

Execution log shows one 429 response, one 15-second wait, then a successful 200 response; deal stage updated correctly

E06

Human timeout: Slack approval message receives no response within 30 minutes

Approval and Delivery Agent posts Slack message; no button click received within 30-minute window

Agent posts a reminder message to the manager in #automation-qa after 30 minutes; if no response after a further 30 minutes, escalates to the configured fallback contact and pauses the run

First reminder visible in Slack at 30-minute mark; escalation message visible at 60-minute mark; execution status = 'awaiting_approval_escalated'; no proposal sent

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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 example qa-test@[YourCompany.com]) as the proposal recipient. Do not use a real prospect's email address. Every PandaDoc document created during Phase 3 testing must be voided in PandaDoc and every HubSpot deal record created must be deleted or re-staged immediately after each test case is confirmed. Confirm these housekeeping steps are completed before moving to the next test case. Phase 3 may only begin after every Phase 1 and Phase 2 test case has passed.

Scenario

Input

Expected Output

Pass Criteria

T21

Full production run: clean approval path, all fields populated

Production HubSpot deal with all required fields populated; product line and pricing tier confirmed; deal moved to 'Proposal Requested' by FullSpec test user

PandaDoc document generated with correct contact, pricing, and expiry date; Slack approval message posted to production sales manager channel; on approval, Gmail sent to qa-test@[YourCompany.com]; HubSpot updated to 'Proposal Sent' with activity log and pandadoc_id stored

All seven automation steps complete with success status in execution log; total elapsed time from trigger to Gmail send under 3 minutes; no blank template variables; PandaDoc document voided post-test; deal re-staged post-test

T22

Full production run: change-request path with rep revision and re-approval

Same production deal as T21; sales manager clicks Request Changes with comment in Slack

Rep notified with manager comment; rep applies edits to PandaDoc document manually; revised document re-submitted to approval loop; second Slack approval message posted; manager approves second version; Gmail sent; HubSpot updated

Execution log shows single Proposal Assembly Agent run; two Approval and Delivery Agent approval events; final Gmail send and HubSpot update both succeed; PandaDoc document voided; deal re-staged post-test

T23

Error log verification: inspect execution log for anomalies across T21 and T22

Execution logs from T21 and T22 reviewed in the automation platform's run history

No unexpected error events, no skipped steps, no duplicate write events to HubSpot, no extra PandaDoc documents created

FullSpec team confirms log is clean: zero error-level entries, all step durations within expected ranges, no orphaned documents in PandaDoc sandbox or production workspace

T24

Multi-product deal: proposal with two product lines and blended discount

Production deal with product_line_A and product_line_B both selected; blended discount rule applies; deal value $22,000

PandaDoc document contains two pricing rows, correct unit prices per product line, blended discount applied to total, net total = $19,800; all other fields correct

Both pricing rows present in generated document; calculated net total matches expected value; no pricing rows missing or duplicated; document voided post-test

T25

Process owner review and approval: sales manager reviews T21 output and confirms automation is production-ready

Sales manager reviews the PandaDoc document output from T21, the Gmail sent to the test address, and the HubSpot deal record update

Sales manager confirms: document content is accurate, formatting matches brand standards, Gmail personalisation is correct, HubSpot activity log is complete. Process owner approval recorded in FullSpec confirmation log.

Process owner sign-off recorded in the FullSpec confirmation system. No separate signature block required. This case constitutes formal acceptance that Phase 3 is complete and the automation is cleared for production go-live.

Once T25 is confirmed, the FullSpec team will update the project status to 'QA Complete' and issue the go-live confirmation to your team. Any issues identified during Phase 3 are logged as blocking items and must be resolved before go-live is declared. Contact the FullSpec team at support@gofullspec.com to report a Phase 3 failure or to request a re-run of any test case.

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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