Skip to main content

Documentation Index

Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt

Use this file to discover all available pages before exploring further.

Version: 1.0.0
Last Updated: 2026-01-15
Status: Active
Usage: Use this template to report defects found during UAT. Defect IDs are auto-generated in format UAT-DEFECT-{NUMBER} (e.g., UAT-DEFECT-001).

​
Defect Information

Defect ID: UAT-DEFECT-{NUMBER}
Test Case ID: {MODULE}-UAT-{NUMBER}
Module/Feature: {Module Code} / {Feature Name} (e.g., HR / HR-01: Employee Directory)
Severity: Critical | High | Medium | Low
Priority: P1 (Critical) | P2 (High) | P3 (Medium) | P4 (Low)
Status: New | Assigned | In Progress | Fixed | Verified | Closed | Rejected
Created: YYYY-MM-DD
Created By: {Name}
Assigned To: {Name/Team}
Last Updated: YYYY-MM-DD

​
Defect Summary

Title: {Brief, descriptive title} Example: “Cannot create employee - validation error on email field” Description:
{Detailed description of the defect}

​
Steps to Reproduce

Preconditions:
  • {Prerequisite 1}
  • {Prerequisite 2}
  • {Prerequisite 3}
Steps:
  1. {Step 1}
  2. {Step 2}
  3. {Step 3}
  4. {Step 4}
  5. {Step 5}
Frequency: Always | Sometimes | Rarely | Once

​
Expected vs Actual

Expected Result:
{What should happen} Actual Result:
{What actually happens} Example:
  • Expected: Employee record is created and appears in directory
  • Actual: Error message displayed: “Invalid email format” (email is valid)

​
Environment

Environment: {Environment Name} (e.g., UAT, Staging)
Browser: {Browser} (e.g., Chrome 120.0.6099.109)
Device: {Device} (e.g., Desktop, iPhone 14, iPad Pro)
OS: {Operating System} (e.g., Windows 11, macOS 14.2, iOS 17.2)
Screen Resolution: {Resolution} (e.g., 1920x1080, 375x667)
User Role: {Role} (e.g., org_admin, hr_admin, staff)
Organization: {Organization Name or ID}
Site: {Site Name or ID} (if applicable)

​
Screenshots/Attachments

Screenshots:
  • {Screenshot 1 Description}: {Link}
  • {Screenshot 2 Description}: {Link}
  • {Screenshot 3 Description}: {Link}
Attachments:
  • {Attachment 1 Description}: {Link}
  • {Attachment 2 Description}: {Link}
Screenshot Storage: docs/testing/uat/defects/{defect-id}/screenshots/

​
Error Messages / Logs

Error Message: 
{Error message text}
Console Errors: 
{Console error output}
Network Errors: 
{Network error details}
Server Logs: 
{Server log excerpts}

​
Impact Assessment

Business Impact:
  • {Impact description}
User Impact:
  • {Impact description}
Workaround Available:
  • Yes | No
  • If yes: {Workaround description}
Affected Users:
  • {User roles or groups affected}
Affected Features:
  • {Other features that may be affected}

​
Additional Information

Related Defects:
  • UAT-DEFECT-{NUMBER} - {Brief description}
  • UAT-DEFECT-{NUMBER} - {Brief description}
Related Test Cases:
  • {MODULE}-UAT-{NUMBER} - {Brief description}
  • {MODULE}-UAT-{NUMBER} - {Brief description}
Notes:
  • {Any additional notes or observations}

​
Defect Lifecycle

​
Status History

DateStatusChanged ByNotes
YYYY-MM-DDNew{Name}{Notes}
YYYY-MM-DDAssigned{Name}{Notes}
YYYY-MM-DDIn Progress{Name}{Notes}
YYYY-MM-DDFixed{Name}{Notes}
YYYY-MM-DDVerified{Name}{Notes}
YYYY-MM-DDClosed{Name}{Notes}

​
Resolution

Fixed By: {Name}
Fixed Date: YYYY-MM-DD
Fix Version: {Version}
Resolution Notes:
{Description of fix} Verified By: {Name}
Verified Date: YYYY-MM-DD
Verification Notes:
{Description of verification}

​
Severity Definitions

  • Critical: System unusable, data loss, security breach, blocks critical functionality
  • High: Major feature broken, workaround exists, impacts many users
  • Medium: Minor feature issue, workaround available, impacts some users
  • Low: Cosmetic issue, enhancement, minor inconvenience

​
Priority Definitions

  • P1 (Critical): Fix immediately, blocks release
  • P2 (High): Fix before release, high user impact
  • P3 (Medium): Fix in next release, moderate user impact
  • P4 (Low): Fix when convenient, low user impact

​
Status Definitions

  • New: Defect reported, not yet reviewed
  • Assigned: Defect assigned to developer/team
  • In Progress: Developer working on fix
  • Fixed: Fix implemented, ready for verification
  • Verified: Fix verified by tester, defect resolved
  • Closed: Defect closed, no further action needed
  • Rejected: Defect rejected (duplicate, not a bug, etc.)

​
Module-Specific Examples

​
HR Module Example

Defect ID: UAT-DEFECT-001
Test Case ID: HR-UAT-042
Module/Feature: HR / HR-01: Employee Directory
Severity: High
Priority: P2 Title: “Cannot create employee - validation error on valid email” Steps to Reproduce:
  1. Navigate to HR → Employees
  2. Click “Create Employee”
  3. Fill in First Name: “John”
  4. Fill in Last Name: “Doe”
  5. Fill in Email: “john.doe@example.com”
  6. Click “Save”
Expected: Employee created successfully
Actual: Error: “Invalid email format” (email is valid)

​
FA Module Example

Defect ID: UAT-DEFECT-002
Test Case ID: FA-UAT-015
Module/Feature: FA / FA-03: Accounts Payable
Severity: Critical
Priority: P1 Title: “Bill approval fails - transaction not posted” Steps to Reproduce:
  1. Navigate to FA → Accounts Payable → Bills
  2. Create new bill
  3. Submit for approval
  4. Approve bill as Finance Admin
  5. Check General Ledger
Expected: Transaction posted to GL
Actual: Bill approved but no GL entry created

​
Version History

​
1.0.0 (2026-01-15)

  • Initial template created
  • Defect lifecycle tracking added
  • Examples added for HR and FA modules
Last Updated: 2026-01-15