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Self Serve Testing and Configuration

Self Serve Portal Structure

Tab Purpose
Tenancy Tenancy requests (content insurance, edit my details, etc.)
Rent Rent queries, statements, payment cards, money advice
Repairs Repair requests, gas leak reports, heating queries
Community Antisocial behaviour reports, community requests

Test Plan Methodology

Why Test Plans Are Required

  • Without a plan: only the happy path gets tested; no record of expected outcomes; testing can't be handed off.
  • For Self Serve portal forms: testing must be done in Live with test accounts — there is no Self Serve staging environment that mirrors Live tenant data. This is the exception, not the rule.
  • For all other forms (PCA, mobile forms): always test in PrtyTest first, then Live. Never test only in Dev.

See also: deployment/dev-to-live.md — "Always test yourself in Test before handing to users."

Test Plan Format

Use a spreadsheet: Form/Action | Expected Outcome | Actual Outcome | Pass/Fail. Colour-code Expected vs Actual columns. Reuse the template for every upgrade deployment.

Test Data Cleanup

  • Always clean up test workflow instances after testing.
  • Be careful with forms that trigger real actions (e.g., graffiti report, gas leak → triggers a real visit).
  • Use clearly labelled test accounts: George Pettyford, Dorothy Stock.

Testing a Self Serve Form — Step by Step

  1. Submit the form as a test user through the Self Serve portal.
  2. Management Studio → Workflows → Search Instances — look for new instances after submission time.
  3. Open the instance, check workflow steps, errors, and variables.
  4. Check First Touch staging tables in SQL:
-- Check for new contact/classification records
SELECT TOP 1000 * FROM HGMCNTCT WHERE compIT = 'LHP' ORDER BY contact_now DESC

-- Check for client update records
SELECT TOP 1000 * FROM HGMCLIENT ORDER BY 1 DESC
  1. Wait ~2–5 minutes for QL to process, then verify the QL contact table was updated.

What "Working" Looks Like

A fully working Self Serve form does one or more of: - Sends a confirmation email to the tenant - Creates a CRM classification in QL via HGMCNTCT - Sends an internal notification email to a case handler - Creates a document in EDRMS - Updates a client record in QL via HGMCLIENT

What "Doing Nothing" Looks Like

  • Workflow instance shows SS Report Request complete but no downstream steps.
  • Nothing in HGMCNTCT or HGMCLIENT. No email received.
  • No "Map Data Items to Contact Provider" steps in the instance.

→ Usually means the form has a placeholder workflow not yet configured.

Environment Discrepancy

Some forms work in Live but not in Test/Dev — this happens when changes were made directly in Live without being replicated down.

  1. Check Live to confirm it works there.
  2. Find what workflow/configuration was added in Live.
  3. Replicate it to Dev/Test, then properly promote: Dev → Test → Live.

CRM Classification Setup

Created via the workflow step "Map Data Items to Contact Provider".

Required Fields

Field Notes
Brief description Short summary
Full description Detailed description
Class level 1–5 QL classification hierarchy (QLPACYD)
Classification Specific code
Contact source e.g., Web
Contact type Type of contact
Default action Action to take
Request type Type of request
Username Logged-in user
Client number Must be Integer type, not Text

Multiple Classifications from One Form

Prefix Meaning
QLDM Damp and mould
QLMS Money support
QLPGC Property garden condition
QLPACYD General CRM classification

Each has a yes/no trigger item — classification created only if that item is Yes.

How to Find the CRM Mapping in a Workflow Instance

  1. Management Studio → Workflows → Search Instances
  2. Find instance → open map/detail view
  3. Step: "Map Data Items to Contact Provider"
  4. Open workflow variables → copy XML content → switch to XML (coloured) view

Staging Table Behaviour

  • Negative contact number in HGMCNTCT → record waiting for QL to create a new contact. Positive → relates to existing contact.
  • If nothing appears in HGMCNTCT after submission: workflow hasn't run, failed, or placeholder workflow.
  • Versaa's responsibility ends when data is written to staging — QL handles the rest.