Print

Introduction

The GBS Print is a web application to manage and print identity documents. It receives documents to be printed and groups them into batches. The batches are then printed, scanned and inspected to ensure the documents were printed correctly. Then it verifies the documents and links them to the unique typographic code (barcode) present on the document sheet received from the printing house. Finally, the batches of verified documents are grouped into pouches and sent to the stations for distribution. GBS Print also allows the user to configure the printers used to print the documents and to generate reports on the processed documents.

This manual is up to date for Print version 1.0.0.

Access and Authentication

You must access the application with a web browser (Google Chrome is recommended). The access URL is specific to each deployment. If necessary, contact the Griaule support team to obtain the correct URL.

Authentication is required to access the application. The required credentials are username and password.

At the bottom of the screen there is an option to change the user interface language. This option is also available in settings after login.

Two-Factor Authentication (2FA)

When two-factor authentication (2FA) is enabled, the first time you log in, after entering your username and password, a QR Code will be shown that must be registered in Google Authenticator.

Google Authenticator is an authentication code generator available as a smartphone app Android and iOS.

After successfully registering the QR Code in Google Authenticator, enter the six-digit code generated and click Submit.

You will only need to register the QR Code once. However, on each subsequent login, you will need to enter the six-digit code generated by Google Authenticator.

There is a limited number of unsuccessful login attempts that a user can make. Whenever an incorrect code is entered, an error message will be displayed:

If you reach the maximum number of unsuccessful login attempts, your account will be automatically locked.

If your account is locked, contact the system administrator.

Simultaneous Logins and Browser Registration

Only one session per user is allowed. It is not possible to log in simultaneously with the same profile more than once in the application. If a user is already connected and another access occurs using the same username and password, the user with the older session will be notified and disconnected on the next action.

Additionally, only one browser can be used at a time. When attempting to log in using a different browser, the user will be informed that it is necessary to authenticate the new browser. Authenticating a new browser will revoke access from the previous browser.

To authenticate a new browser, click Authenticate and then enter the verification code that will be sent to the email associated with the user's account.

If authentication is successful, a notification will appear in the upper right corner of the screen after login.

Change or Reset Password

For security reasons, you can change your password or reset it if you forget it.

Change Password

To change your password, after logging in, hover over your username in the top right corner of the screen and click Change password.

Then enter the current password and the new password twice. Make sure to meet the password requirements; they are listed below the new password field and will turn green when met. Finally, to confirm the change, click Change password.

Reset Password

To reset your password, on the login screen, click Forgot your password?:

Then enter the profile username and click Submit.

An email containing a verification code will be sent to the email address associated with that profile. Enter the verification code and click Submit code.

If the code is correct, you will be able to create a new password. Enter the new password twice. Make sure to meet the password requirements, they are listed below the new password field and will turn green when met. Finally, to confirm the reset, click Reset password.

User Interface

After logging in, the user will be directed to the GBS Print main screen. The user interface is divided into two main sections: the top bar and the content area.

In the top bar, there are 5 tabs and a dropdown menu:

1. Batches

2. Check Print

3. Pouches

4. Printers

5. Reports

6. Username Menu. Hovering over the username, there is a dropdown menu with additional options.

Batches

The tab Batches displays the list of document batches that have been created. A batch is a group of documents that will be printed together. The number of documents in a batch is configurable. Batches are organized in a table with columns for the batch ID, creation date, layout, priority, station, number of documents in the batch and its status.

There are eight possible statuses for a batch:

Status	Color	Description
Generated	Green	Initial status. Documents are waiting for printing.
Ready to print	Blue	Print command has been registered and documents are ready to be printed.
Data being processed at the Ministry of Justice	Yellow	Documents are being printed.
Printed	Green	All documents in the batch have been printed.
Checking	Gray	Documents in the batch are being verified.
Check OK	Green	All documents in the batch have been verified. The batch can be placed in a pouch.
In pouch	Gray	Batch was added to a pouch and is awaiting to be sent to the designated station.
Ready	Green	Final status. Batch has been sent to the designated station.

The status of a batch evolves as the documents are processed following the Print workflow. For more details, consult the Batch Statuses in the Batches section of the Workflows.

In the top right corner of the screen, there are filter options to help the user find specific batches. It is possible to filter by date range, protocol, document, station, layout and status. To apply a filter, select the desired filters and click Filter. Then only the batches that meet the selected criteria will be displayed.

To remove a filter, click the X button next to the applied filter, or click the yellow Clear filters button to remove all filters at once.

Batch details

Clicking on one of the batches in the list, the Batch details screen will open. This screen displays the documents that are part of the batch, including the status of each document.

There are eight possible statuses for a document in a batch:

Status	Color	Description
Print	Blue	Initial status. Document was added to the batch and is awaiting printing.
Data being processed at the Ministry of Justice	Yellow	Document is being printed.
Printed	Green	Document printed successfully.
Failure	Red	Document printing failed.
Rejected	Orange	There was a problem with the document after printing and it was rejected by the user.
Check OK	Green	Document verified successfully.
Process closed	Gray	Document canceled by the user.
Ready	Green	Document was sent to the designated station.

The status of a document evolves as it is processed following the Print workflow. For more details, consult the Document Statuses in the Batches section of the Workflows.

Printing a batch

To print a batch, click the Print batch button, located in the bottom right corner of the screen, and confirm by clicking Print batch in the dialog box.

When the print operation is successful, the status of the batch and the documents will change to Printed.

A batch cover sheet contains information about the batch and the documents it contains. To export the cover sheet, click the Export cover sheet button. The cover sheet will be downloaded as a PDF.

Rejecting and Reprinting a Document from a Batch

After printing a batch, if there are problems, it is possible to reject or reprint specific documents. To do this, select the documents using the checkboxes on the left side of the document row. Then, a dialog will appear with the options to Reprint (blue button) or Reject (red button) the selected documents. A document can only be rejected or reprinted if its status is Printed.

Rejecting a Document:

After clicking Reject documents, a dialog will appear showing the number of documents that will be rejected and asking for a reason for the rejection. Enter the reason and click Reject documents.

This action will change the status of the selected documents to Rejected.

Reprinting a Document:

After clicking Reprint documents, a dialog will appear showing the number of documents that will be reprinted. To confirm the reprint, click Reprint documents.

This action will remove the documents from the current batch:

And will create a new batch with the selected documents. The status of the new batch will be Generated, and the status of the documents will be reset to Print.

If an available batch exists — that is, if there is a batch with the same layout and station that is not yet full — the documents will be added to that batch instead of creating a new one.

Check Print

The tab Check Print shows a list of scanned documents and their current statuses.

Before starting this process, the user must scan the documents and place them in the folder configured in the Logout. menu for the document layout. Placing files in that folder can be automatic, varying according to the environment.

After being printed and scanned, the documents are processed automatically by GBS Print and displayed in this list. The verification process serves two main purposes: to verify that the document was printed and scanned correctly and to link the document number to the typographic code on the page. The typographic code is a unique alphanumeric code that is present on all blank pages of documents (sheets) and is used to ensure the document's authenticity.

For practical instructions on how to handle and scan the printed documents, consult Appendix Procedure for document scanning and Check Print.

There are seven possible statuses for a document on the Check Print:

Status	Color	Description
OK	Green	Document was verified and linked to the typographic code successfully.
Process closed	Gray	Document was canceled by the user.
Unread document	Red	Document number could not be read automatically from the QR code of the scanned document.
Document does not exist	Red	Document number read from the QR code of the scanned document does not exist in the GBS Print records.
Typographic code unread	Red	Document was read successfully, but the typographic code could not be read automatically from the barcode of the scanned document.
Update failure	Red	There was a problem updating the document information in GBDS.
Failure	Red	There was an internal error during processing.

The status of a document on the Check Print tab evolves as it is processed following the Print workflow. For more details, consult the Check Print Tab in the Workflows.

As in the other tabs, there are filter options to help the user find specific documents. It is possible to filter by date range, document number, typographic code and status. To apply a filter, select the desired filters and click Filter. Then only the documents that meet the selected criteria will be displayed.

To remove a filter, click the X button next to the applied filter, or click the yellow Clear filters button to remove all filters at once.

If a document successfully passes all automatic verification steps, its status will be OK, and no user intervention will be necessary — however, it is recommended that the user perform a quick visual inspection to ensure that all information was captured correctly.

Clicking on the document row, the document details will be displayed, including the image of the scanned document and the fields that were read. In this case, the document and the typographic code are linked automatically. The Link button in the bottom right corner of the screen remains disabled until some information in the document or typographic fields is changed.

Linking a Document and a Typographic Code Manually

If the document does not pass automatic verification, the user must manually verify and link the document to the typographic code. To do this, open the document details by clicking on the document row. Then, depending on the error, the user may need to manually enter the document number, the typographic code or both. After entering the necessary information, the Link button in the bottom right corner of the screen will be enabled and will turn blue. Click it to link the document and the typographic code and finalize the manual verification process.

If the linking is successful, the document status will change to OK.

Canceling a Document

After a document is linked to a typographic code, if necessary, it is possible to cancel the document at any time, even after it has been sent. To do this, click on the document row to open the document details. Then click the Cancel document button in the bottom left corner of the screen. A dialog will appear asking for confirmation. Click Cancel document to confirm the action.

Pouches

The tab Pouches displays the list of pouches that have been created and their respective statuses. A pouch is a group of batches with documents that have been checked or rejected.

There are only two possible statuses for a pouch:

Status	Color	Description
Generated	Green	Initial status. Pouch was created and is awaiting shipment.
Generated	Transparent	Final status.

The status of a pouch evolves as it is processed following the Print workflow. For more details, consult the Pouches Tab in the Workflows.

As in the other tabs, there are filter options to help the user find specific pouches. It is possible to filter by date range, protocol, document, station, layout and status. To apply a filter, select the desired filters and click Filter. Then only the pouches that meet the selected criteria will be displayed.

To remove a filter, click the X button next to the applied filter, or click the yellow Clear filters button to remove all filters at once.

Creating a Pouch

To create a pouch, click the Create pouch button, located in the bottom right corner of the screen. Then, in the dialog, open the dropdown menu and select a station from the list. It is also possible to find a station by typing its name in the search field after opening the dropdown menu.

Then, using the checkboxes on the left side of the batch rows, select the batches that will be part of the pouch. Only batches with status Check OK can be added to a pouch. Finally, click the Create pouch button.

The new pouch will be added to the list, with the status Generated. Clicking the pouch row, the Pouch details screen will open. This screen displays the batches that are part of the pouch, including the status of each batch.

Removing a Batch from a Pouch

On the Pouch details, it is possible to remove a batch from a pouch. To do this, select a batch using the checkbox on the left side of the batch row. Then click the Remove batches button.

A dialog will appear asking for confirmation. Click Remove to confirm the action.

If the batch is removed successfully, a success message will be displayed in the top right corner of the screen.

Sending a Pouch

To send a pouch, on the Pouch detailsscreen, click the Send pouch button. A dialog will appear asking for confirmation. Click Send pouch to confirm the action.

If the pouch is sent successfully, a success message will be displayed in the top right corner of the screen. In addition, a dialog will appear asking if the user wishes to export the pouch report. Click Export report to download the pouch report as a PDF.

Printers

On the Printerstab, you can configure the printers that will be used to print the documents.

The list shows the installed printers and their respective settings, including name, IP, document layout, station and status.

The printer must be installed on the computer before configuring it in GBS Print. For more information, consult the Printing Systems section in the GBS Print Configuration Manual.

To add a new printer, click the Configure printer button, located in the bottom right corner of the screen. A dialog will appear with the fields to be filled with the printer information. Select a station and a printer in the dropdown menu, enter the printer's IP address and select the document layout that will be printed by this printer. After filling in the fields, click Confirm.

To remove a printer, click the trash icon in the Remove column of the printer row. A dialog will appear asking for confirmation. Click Remove printer to confirm the action.

Reports

The tab Reports displays the number of documents that have been processed. It shows the number of documents received for printing, sent to the printer, printed, checked, rejected and sent in pouches.

As in the other tabs, there are filter options to help the user find specific pouches. It is possible to filter by date range, protocol, document, station, layout and status. To apply a filter, select the desired filters and click Filter. Then only the pouches that meet the selected criteria will be displayed.

To remove a filter, click the X button next to the applied filter, or click the yellow Clear filters button to remove all filters at once.

The status will change to

In the top right corner, you can hover over the username to access the menu:

The available options are:

• to access the menu:

• Settings;

• Change password;

• Configure printer;

• Settings;

Some options may not be available depending on the environment configuration.

Logout.

This section allows the user to change some aspects of the interface:

• Theme: Light or Dark;

• Language: Portuguese, Portuguese or Spanish;

• Date format: dd/mm/yyyy, mm/dd/yyyy or yyyy/mm/dd;

• Time format: Time Format: or or.

• Folders for check print: folder paths for each document layout.

Workflows

This section explains the workflow to print a document using GBS Print. It details how the statuses of documents, batches and pouches change as they are processed.

Basic Concepts

The most basic unit in GBS Print is the document. A document is an entity that contains the information to be printed on the identity document. Documents are grouped into batches, which are then printed, scanned and verified. Verified batches are grouped into pouches and sent to the stations for distribution. The diagram below shows these concepts and their relationships in GBS Print.

Overview

The workflow is divided into three main stages: Batches, Check Print and Pouches, with several sub-steps that can change a document's status. Each stage corresponds to a tab in the user interface, where all actions related to that stage are performed.

In the diagrams of the following sections, the statuses and transitions between them are grouped by the tabs where they occur; each tab will be indicated by a different color: violet address to Batches, blue address to Check Print and green address to Pouches.

In each diagram, the initial state is represented by a black circle, and the final state is represented by a black circle with a double border, as shown in the following image:

The rounded rectangles represent the statuses of the entities; they have the same color as the status in the user interface. The arrows represent the transitions between the statuses, and the labels on the arrows indicate the actions that trigger the transitions.

The diagrams in the following sections show all possible statuses for each entity and the transitions between them.

1

Batches Tab

Batch Statuses:

There are eight possible statuses for a batch:

• Generated (green)

• Ready to print (blue)

• Data being processed at the Ministry of Justice (yellow)

• Printed (green)

• Checking (gray)

• Check OK (green)

• In pouch (gray)

• Ready (green)

The status of a batch is affected by user actions in the Batches, Check Print and Pouchestabs. It is also affected by automatic actions.

Generated

Generated is always the initial status of any batch in GBS Print. The batch was created and the documents are waiting to be printed. A batch in this status can receive new documents until it is full (the batch size is configurable). If a new document is received and there is an available batch with the same layout and station, the document will be added to that batch. Otherwise, a new batch will be created.

The batch remains in this status until the user sends the print command by clicking Print batch. After that, the batch status will change to Ready to print and the statuses of the documents in the batch will change to Data being processed at the Ministry of Justice.

Ready to print

After clicking Print batch, the batch status changes to Ready to print. This means the print command has been registered and the documents are ready to be printed. GBS Print will automatically send the documents to the printer configured for the station to which the batch is assigned and will update the batch status to Data being processed at the Ministry of Justice.

Data being processed at the Ministry of Justice

While the documents are being printed, the batch status will be Data being processed at the Ministry of JusticeAfter all documents have been printed, the status will automatically change to Printed.

Printed

This status indicates that all documents in the batch have been printed. The user can then check the documents and, if necessary, reject or reprint them.

The batch will remain in this status until some document in the batch is rejected (by clicking Reject documents - the document status changes to Rejected) or successfully verified (by clicking Link in the Check Print tab - the document status changes to Check OK).

Checking

This status indicates that the documents in the batch are being verified, that is, that at least one of the documents in the batch has status Rejected or Check OK.

The batch will remain in this status until all the documents in the batch have status Rejected (by clicking Reject documents) or Check OK (by clicking Link in the Check Print).

Check OK

This status indicates that all the documents in the batch have been verified. The user can then place the batch in a pouch. Only batches with status Check OK can be added to a pouch.

The batch will remain in this status until the user creates a pouch and adds the batch to it (by clicking Create pouch in the Pouchestab). After the batch is added to a pouch, its status will change to In pouch.

In pouch

This status indicates that the batch was added to a pouch and is awaiting to be sent to the designated station.

The batch will remain in this status until the user sends the pouch that contains the batch (by clicking Send pouch in the Pouchestab). After the pouch is sent, the batch status will change to Ready.

Ready

This status indicates that the batch was sent to the designated station. This is a final status.

Document Statuses:

There are eight possible statuses for a document in a batch:

• Print (blue)

• Data being processed at the Ministry of Justice (yellow)

• Printed (green)

• Failure (red)

• Rejected (orange)

• Check OK (green)

• Process closed (gray)

• Ready (green)

The status of a document is affected by user actions in the Batches, Check Print and Pouchestabs. It is also affected by automatic actions.

Print

Print tabs. is always the initial status of any document in a batch. The document was added to the batch and is awaiting printing. If a new document is received and there is an available batch with the same layout and station, the document will be added to that batch. Otherwise, a new batch will be created.

The document will remain in this status until the user sends the batch containing the document to print (by clicking Print batch in the Batchestab). After that, the document status will change to Data being processed at the Ministry of Justice.

Data being processed at the Ministry of Justice

This status indicates that the document is being printed. After the document is printed, its status will automatically change to Printed. If printing fails, its status will change to Failure.

Printed

If the document is printed successfully, its status will automatically change to Printed. At this point, the user must check the printed document and assess its quality.

The document will remain in this status until the user takes one of the following actions:

1. Mark the document for reprint by selecting it and clicking Reprint documents. The document will be removed from the current batch and will restart the workflow in another batch (new or existing with the same layout and station). The document status will be reset to Print.

2. Reject document by selecting it and clicking Reject documents. The document will remain in the current batch, but its status will change to Rejected.

3. Check document with OK. This process is done by scanning the document and checking its status in the Check Printtab. It can change automatically to Check OK if the document and the typographic code are read and linked successfully (will have status OK in the Check Printtab). If the document is not linked automatically, the user must link it manually to the typographic code (filling the necessary fields and clicking Link in the Check Printtab). The document status will change to Check OK.

Failure

If the printing of a document fails, its status will automatically change to Failure. This is a final status.

Rejected

This status indicates that there was a problem with the document after printing and it was rejected by the user.

The document will remain in this status until the batch that contains it is added to a pouch (by clicking Create pouch in the Pouchestab) and the pouch is sent (by clicking Send pouch in the Pouchestab). After the pouch is sent, the document status will change to Ready.

Check OK

This status indicates that the document was successfully verified in the Check Print.

The document will remain in this status until the user takes one of the following actions:

1. Reject document by selecting it and clicking Reject documents. The document will remain in the current batch, but its status will change to Rejected.

2. tab. Cancel document Check Print(in the Process closed.

3. tab, by clicking the document row to open the document details and clicking Cancel document). The document will remain in the current batch, but its status will change toSend the pouch Pouches. The batch that contains the document is added to a pouch (by clicking Create pouch in the Pouchestab). After the pouch is sent, the document status will change to Ready.

Process closed

tab) and the pouch is sent (by clicking Send pouch in the Check OKtab). ReadyThis status indicates that the document was canceled by the user. A document can be canceled at any time after being verified (status

Ready

). In special circumstances (such as fraud detection), a document can be canceled after being sent to a station (status

). This is a final status. Process closed This status indicates that the document was sent to the designated station. Check Print).

2

Check Print Tab

In a normal workflow, this is usually a final status, but in special circumstances (such as fraud detection), it can change to Check Print:

• OK (green)

• Process closed (gray)

• Unread document (red)

• Document does not exist (red)

• Typographic code unread (red)

• Update failure (red)

• Failure (red)

The status of a document on the Check Print (by clicking Cancel document in the Check Print.

OK

There are seven possible statuses for a document on the Check Print.

OK tab and is affected only by user actions on the

This is one of the possible initial states of a document on the Check Print tab and is also a possible final status, and indicates that the document was automatically verified and linked to the typographic code successfully. No additional action is required, but a manual review is recommended. OK The only scenario in which a document's status on the Process closed.

Process closed

tab) and the pouch is sent (by clicking Send pouch in the OKThis status indicates that the document was canceled by the user. A document can be canceled at any time after being verified (status

Unread document

There are seven possible statuses for a document on the Check Printtab will change from

is in an exceptional circumstance (such as fraud detection). In this case, the user cancels it manually by clicking the document row to open the document details and clicking Cancel document. Then the status will change to OK.

Document does not exist

There are seven possible statuses for a document on the Check Print. It indicates that the document number could not be read automatically from the QR code of the scanned document.

is in an exceptional circumstance (such as fraud detection). In this case, the user cancels it manually by clicking the document row to open the document details and clicking Cancel document. Then the status will change to OK.

Typographic code unread

There are seven possible statuses for a document on the Check PrintThe user must manually enter the document number and the typographic code and link them by clicking Link. After successful linking, the status will change to

. It indicates that the document number read from the QR code of the scanned document does not exist in the GBS Print records. This can happen if the automatic reading of the document fails to obtain the correct information. OK.

Update failure

There are seven possible statuses for a document on the Check Print. It indicates that the document was read successfully, but the typographic code could not be read automatically from the barcode of the scanned document.

is in an exceptional circumstance (such as fraud detection). In this case, the user cancels it manually by clicking the document row to open the document details and clicking Cancel document. Then the status will change to OK.

Failure

There are seven possible statuses for a document on the Check PrintThe user must manually enter the typographic code and link it to the document by clicking Link. After successful linking, the status will change to

is in an exceptional circumstance (such as fraud detection). In this case, the user cancels it manually by clicking the document row to open the document details and clicking Cancel document. Then the status will change to OK.

3

Pouches Tab

. This status indicates that there was a problem updating the document information in GBDS. This can happen if the server is down or if there is a network issue.

• Generated (green)

• Generated . It indicates that there was an internal error during processing.

There are only two possible statuses for a pouch: Pouches.

Generated

Generated (transparent) GeneratedThe status of a pouch is affected only by user actions in the Check OK tab. is the initial status of a pouch. After selecting the batches to be added to the pouch and clicking Create pouch, the pouch status will be In pouch.

. Only batches with status Generatedcan be added to a pouch. This action will also change the status of the selected batches to ReadyThe pouch will remain in this status until the user clicks Send pouch. After clicking Send pouch, the pouch status will change to Ready.

Generated

Generated . This action will also change the status of the batches to

, and the documents within them to

Procedure for document scanning and Check Print

1. is the final status of a pouch.

2. Appendices Detach documents from the sheet. and no Place the documents (maximum 50) in the scanner for scanning. The documents must be placed with the

3. front side up must be placed upside down., Scan with the setting:color PNG600 DPI , extension.

4. , scan front and back, The file naming should follow the pattern: 00000001.png

5. 00000002.png Logout.).

6. and so on (8 digits, incremental numbering). The files must be added to the folder that Check Print will read (configured in The number of files

7. must be even. Otherwise, an error will be generated.When processed with success, the file is moved to the folder

8. must SUCCESSWhen processed with ERROR, the file is moved to the folder