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Fetch the complete documentation index at: https://docs.testfactors.com/llms.txt

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Defects are not just ‘bug reports’ here. They’re linked all the way back to the failed step, the script, the test case, the scenario, and the workbook. That chain is gold during triage.

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What this module does

A defect is something that didn’t work as expected during testing. TestFactors makes defect logging painless:
  1. AI drafts the defect from the failed test execution — title, reproduction steps, expected vs actual, screenshots, severity suggestion.
  2. You review and submit in seconds.
  3. The defect carries its provenance — clickable links back to the script, the test case, the scenario, and the underlying workbook spec.
  4. AI triages similar defects — duplicates, related issues, and likely root causes are surfaced automatically.
  5. Resolution flows back — when a defect is fixed and re-tested, the execution result updates automatically.
The result: developers get higher-quality defect reports (with full context); HR analysts spend less time writing them.

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Who uses this module

RoleLog defectsTriageAssignResolveVerify
TesterYesNoNoNoYes (own)
Test Coordinator / ManagerYesYesYesNoYes
Project ManagerYesYesYesYesYes
Module Process OwnerYesYesLimitedLimitedYes
Developer / Consulting DeveloperYesYesYesYesNo
ViewerNoNoNoNoNo

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Before you start

Most defects are logged inline during test execution (see Test Execution), so usually you don’t “start” defect logging — it just happens when you click Fail on a step. This guide covers the Defects tab where you triage, assign, and track defects that already exist.

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Step-by-step: triage a defect

1

Open the Defects tab

From the project’s left sidebar, click Defects. You’ll see all defects in the current cycle, filtered to status Open by default.Filters at the top:
  • Status — Open / In Progress / Resolved / Closed / Reopened
  • Severity — Critical / High / Medium / Low
  • SF Module — filter by Employee Central, Compensation, etc.
  • Assignee — yourself / specific person / unassigned
Defects tab
2

Open a defect

Click any row. The defect detail opens with everything you need:
  • Header — title, severity, status, assignee, due date
  • Summary — one-line description
  • Reproduction steps — numbered, from the failed execution
  • Expected vs Actual — what should have happened vs what did
  • Attachments — screenshots, screen recordings, logs
  • Provenance — clickable chain: Test Case → Script → Execution → Step
  • AI Analysis — TestFactors’ guess at likely root cause and related defects
  • Activity — comments, status changes, assignment history
Defect detail
3

Read the AI analysis

The AI Analysis panel often surfaces:
  • Likely root cause (“Probable cause: missing validation in the Hire workflow’s Position step”)
  • Similar defects (“3 similar defects logged in this project: DEF-042, DEF-067, DEF-091 — 2 of which are Resolved”)
  • Suggested assignee based on past defect ownership patterns
  • Workbook reference — the specific cell or row in your workbook that defines the expected behavior
Treat this as a strong hint, not a verdict. The AI is right ~70% of the time on root cause and ~90% on duplicates.
AI analysis
4

Triage: change severity, assign, set due date

From the defect header you can:
  • Change severity — Critical demotes to High if it’s not blocking work
  • Assign — pick from project members (the dropdown shows their current defect load)
  • Set due date — defaults to your project’s SLA for this severity
  • Change status — In Progress, Needs Info, Resolved, etc.
Triage controls
5

Comment and request info if needed

Use the activity feed to ask questions or add context. @mention teammates to notify them.Common patterns:
  • “@developer Can you reproduce this in the QA sandbox? See attached screencast.”
  • “This may be a duplicate of DEF-042 — closing as duplicate.”
  • “Confirmed root cause: stale picklist value. Fix in flight.”
6

Mark as Resolved (developer flow)

When the fix is deployed, the developer changes status to Resolved. The defect automatically:
  • Notifies the original reporter
  • Notifies the QA assignee
  • Suggests re-execution of the originating script
  • Updates the cycle dashboard
Resolve defect
7

Verify the fix (tester flow)

After Resolved, the original tester (or whoever’s assigned) re-executes the failed script. If the test passes, click Close on the defect. If it fails again, click Reopen with a comment about what’s still wrong.
Verify fix
Resolved + Closed = done. The defect is archived but stays searchable forever — useful for “have we seen this before?” questions on future projects.

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Bulk triage

For cycles with many defects, the Defects tab supports bulk actions:
1

Select multiple defects

Use the checkboxes in the list. Or use Select all matching filter to grab every defect in the current view.
2

Bulk action toolbar appears

Once 1+ defects are selected, the top toolbar shows:
  • Change status
  • Assign
  • Set due date
  • Add label
  • Export
3

Apply the change

Pick the action. Confirmation dialog confirms scope (12 defects will be assigned to Maria Garcia). Click confirm.
Bulk triage

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Defect routing rules (Project Managers)

Avoid manual triage by setting up auto-assignment rules:
1

Open project settings

Settings → Defect Routing.
2

Add a rule

Click + New rule. Each rule has:
  • Condition — “SF Module is Employee Central AND severity is Critical”
  • Action — “Assign to John Smith, set due date to 24h”
  • Priority — rules evaluate top-down; the first matching rule wins
Routing rule
3

Save and test

Save the rule. Log a test defect that matches the condition to verify auto-assignment works.

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Tips

Trust the AI duplicate detection

When AI Analysis flags a similar defect, look at it before logging your own. Saves duplicate work for developers.

Write actionable titles

“Hire wizard fails on Position step when Position is future-dated” is much better than “Hire wizard broken.”

Severity is for impact, not annoyance

Critical = blocks all testing. High = blocks this scenario. Medium = workaround exists. Low = cosmetic. Don’t inflate.

Reproduce before logging

Whenever possible, reproduce a second time before logging. Catches “user error” defects early.

Attach video for UI weirdness

A 10-second screen recording is worth 1000 words for “the button looks fine but doesn’t respond on the third click.”

Use labels for cross-cycle patterns

Tag defects with labels like picklist-bug, integration-payroll, post-refresh to spot patterns over time.

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Defect states

StateMeaningWho typically changes it
OpenJust logged, not yet triagedAuto
In ProgressDeveloper is investigatingDeveloper
Needs InfoDeveloper needs clarification from reporterDeveloper
ResolvedFix is deployed; ready for QA verificationDeveloper
ClosedQA verified the fix; archivedTester / Coordinator
ReopenedQA verification failed; back to devTester / Coordinator
DuplicateClosed as duplicate of another defectAnyone
Won’t FixAcknowledged but not being fixed (with reason)Project Manager

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Troubleshooting

Add a comment to the defect: “Cannot reproduce on retry.” Don’t close it immediately — leave it Open with that note. Sometimes the original failure was a flaky network or a stale session and the defect should auto-close after 24h with no new info. Other times it surfaces a real intermittent bug.
Click Not a duplicate in the AI Analysis panel. Add a short reason — this trains the duplicate detection model to do better next time.
Defects logged outside the execution flow (manually created) don’t get auto-populated steps. Add them manually with the Add steps button in the defect editor. For future defects, log them inline during execution to get auto-population.
Reply on the activity feed: “What specifically do you need to know?” @mention them. If it’s a pattern, talk to your Project Manager about clarifying the team’s defect handoff process.
Click Reopen with a comment describing what’s still wrong, including any new attachments. The defect goes back to the developer’s queue.
Defects tab → Export → choose format. Common destinations have native templates. For custom systems, export CSV and import there. Some organizations have a one-way sync configured by their Admin — check Settings → Integrations.
You’re not the assigned verifier. Either the original tester is, or no verifier was assigned. Test Coordinators can reassign verifiers in the defect header.

Test Execution

Defects are usually logged from here, inline as you execute.

Test Cases

Defects link back to the test case so triagers see the full context.

Workbooks

AI Analysis often links defects to the workbook cell that defines the expected behavior.

FactorBot

Ask FactorBot: “Show me all defects in this project linked to picklists” — it knows the data.