As a software tester, the concept of a test case is nothing new. Through the ISTQB Foundation, I learned various design techniques and standard formats. But while theory builds the foundation, real-world testing demands adaptability—especially when you’re working under tight deadlines, limited resources, and evolving requirements.
With nearly five years of experience in software testing, I’ve learned that writing effective test cases isn’t about blindly following templates—it’s about adapting to reality.
Real-World Challenges I Face
In my current role, I work without a dedicated Business Analyst. There’s no detailed flowchart or structured requirement document. Instead, I rely on:
- Verbal explanations from the Product Owner
- Notes scattered across meetings, chat threads, and emails
- Limited and often outdated documentation
To add complexity, the domain involves multiple customer configurations, localizations, and dynamic business rules. Fields that are optional for one client may be mandatory for another.
So, how do I keep my test cases effective in this kind of chaos?
What Makes a Test Case Effective?
An effective test case should be:
- Clear & Concise – Easy for anyone to understand
- Repeatable – Can be executed consistently
- Traceable – Linked to requirements or user stories
- Maintainable – Easy to update as the application changes
- Independent – Doesn’t rely on results of other tests
- Comprehensive – Covers both positive and negative scenarios
Structure of a Test Case
| Field | Description |
|---|---|
| Test Case ID | Unique identifier (e.g., TC_UI_001) |
| Title | Brief, meaningful summary |
| Preconditions | Conditions that must be met before execution |
| Test Steps | Step-by-step instructions |
| Expected Result | The expected system behavior |
| Priority | Importance when executing test cases |
My Test Case Strategy
1. Understand the Business Context
Before writing any test case, I take time to understand the purpose of the feature, user workflows, and the business impact. I never hesitate to ask questions to clarify vague or incomplete requirements—uncertainty is the enemy of good testing.
If formal documentation is missing or outdated, I base my test cases on how the system behaves today and validate them through exploratory testing or conversations with stakeholders.
To ensure coverage, I use a personalized checklist tailored to the feature type (e.g., form validations, permission checks, localization, boundary conditions, etc.). This helps me design thorough and relevant test cases—even in imperfect conditions.
2. Organize by Functionality in TestRail
In large applications with many modules (e.g., Login, Payments, Reports), I use functional grouping in TestRail:
- Each major module is a section:
Login,Account,Transaction, etc. - Each section contains subsections like
Account Create,Account Edit,Account Authorize.
This organization helps me:
- Track feature-specific coverage
- Assign focused test runs to team members
- Spot regressions faster
- Scale as the application grows
3. Use Descriptive Titles and Tagging
To avoid confusion and improve filtering, I use descriptive naming conventions, including metadata like:
[Client A],[EN_US],Theme_X,Action Type
Using TestRail’s filters, I can dynamically generate test runs per configuration, saving time and ensuring relevant execution.
4. Applying Classic Design Techniques With Real-World Tweaks
I still rely on foundational test design techniques but adapt them to fit business logic and product complexity:
4.1. Boundary Value Analysis (BVA)
Used for: Numeric fields (e.g., amount inputs)
Example:
- Input range: 0 < amount ≤ 9,999,999
- Test values:
0,0.01,999998.99,9999999.00,9999999.01
4.2. Decision Table Testing
Example: Tax ID field visibility logic
| Country | Business Account | Show Tax ID? |
|---|---|---|
| US | Yes | Yes |
| US | No | No |
| UK | Yes | Yes |
| UK | No | Yes (Mandatory) |
4.3. Equivalence Partitioning (ECP)
Example: Bank transaction description field
- Valid group: Letters, numbers, limited special characters
- Invalid group: Emojis, HTML/script tags
4.4. State Transition Testing
Example: Multi-step payment approval flow
| Current State | Action | Next State |
|---|---|---|
| Payment Created | Submit for Approval | Awaiting Approval 1 |
| Awaiting Approval 1 | Approver 1 Approves | Awaiting Approval 2 |
| Awaiting Approval 2 | Approver 2 Approves | Ready for Release |
| Ready for Release | Release Payment | Payment Released |
| Any State | Cancel | Canceled |
| Awaiting Approval 1/2 | Approver Rejects | Rejected |
| Rejected | Resubmit | Awaiting Approval 1 |
4.5. Error Guessing — Where Experience Shines
From experience in financial systems, these are areas I proactively test:
| Area | Common Errors |
|---|---|
| Calculations | Incorrect tax, interest, or totals |
| Amount Handling | Exceeding limits, negative values |
| Workflow Steps | Skipped or repeated steps |
| Permissions | Unauthorized actions |
| Date/Time Logic | DST, leap years, cutoff times |
| Currency & Locale | Rounding issues, formatting errors |
| Audit Logging | Missing or incorrect entries |
| Notifications | Incorrect details in alerts or emails |
5. Using AI Tools to Boost Testing
AI can accelerate test design and eliminate repetitive thinking. I use tools like ChatGPT or GitHub Copilot to:
- Brainstorm test cases from a user story
- Generate BVA or ECP test tables from field descriptions
Tip: A well-crafted prompt leads to more accurate test cases. AI is a tool—not a replacement for your domain understanding.
Realistic Test Case Examples
By using the structured format below, I can easily import test cases into TestRail. It automatically assigns IDs, organizes them under the right sections, and links them to Jira tickets—making test cases traceable and maintainable.
| Technique | Title | Precondition | Step | Expected Result | Priority |
|---|---|---|---|---|---|
| Boundary Value Analysis | Client B_US – Create SWIFT Transaction: Validate Amount Input | Amount field is visible | Enter 9999999.01 | Error: Amount exceeds limit | High |
| Decision Table | Client B_US – Create Business Account: Tax ID Logic | Country = US, Biz = Yes | Create Business Account | Tax ID field is shown | High |
| State Transition | Client A_US – Authorize Payment: Create → Approval 1 Flow | Payment is created | Submit for Approval 1 | Status = Awaiting Approval 1; record added to queue table | High |
| Equivalence Partitioning | Client A_US – IAT Transaction: Validate Description Input | Input Payment123 | Accepted; saved in database | High |
Final Thoughts
Writing test cases in a fast-paced, imperfect environment is challenging—but that’s also where testing becomes most valuable.
You don’t need perfect documentation or static specs to write effective test cases. What you need is:
- A mindset of adaptability
- A clear and practical testing strategy
- The right tools and techniques to support you
Keep it simple. Make it smart. And never stop learning