SMART
Introduction
The GBS SMART is a web application for collecting biographical and biometric data for issuing identity cards or criminal identification.
This manual is updated for SMART version 1.1.12.1.
Access and Authentication
The application must be accessed 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.
You need to authenticate to access the application. The required credentials are username and password.
User Interface
After logging in, the user is directed to the GBS SMART home screen. This screen contains shortcuts to the main SMART features.
The interface is divided into two main sections: the top bar and the content area.
In the top bar, there are 4 drop-down menus, each representing a category of features:
Username Menu. Hovering over the usernameallows access to additional options.
Civil Processes
The features for Civil Processes can be accessed through the shortcuts on the home screen:
Or hovering over Civil Processes in the top bar to show the drop-down menu:
The available features are:
Civil Processes List
This screen shows a list with all the civil processes that have been created. A civil process is the service record and a set of biographical data of a citizen (collected when the process is created) and biometric data (such as face photo and fingerprints) for issuing a National Identity Card (CIN). The processes are organized in a table with columns for protocol number, name, CPF, RG, creation date, service point, and status.
The statuses are categorized according to the following color code:
Yellow
An internal action within the application is required for the process to proceed. It does not depend on the applicant.
Yes, internal.
Blue
Waiting for an internal action within the application to proceed, but it depends on interaction with the applicant.
Yes, internal with the applicant.
Orange
Requires external and/or joint action with another agency for the process to proceed.
Yes, external and/or joint.
Gray
Informational state only: awaiting response or being processed in external services.
No.
Green
Processing completed successfully.
No.
Red
Process with error or canceled.
No.
There are 19 possible statuses for a civil process:
Capture Required
Blue
The process has been created and is waiting for biometric capture (live or from form).
Awaiting segmentation
Gray
The process was sent to GBS CardScan and is waiting for biometric segmentation. No operator intervention is required.
Ready for submission
Yellow
The biometrics have been captured (live or from form) and the process is waiting to be sent.
Processing in ABIS
Gray
The civil process is being processed by ABIS. No operator intervention is required.
Low quality (MIR)
Orange
The process is waiting for action in GBS MIR due to low-quality biometrics.
Exception (ETR)
Orange
The process is waiting for action in GBS ETR because it generated an exception.
Processed in ABIS
Gray
The registration in ABIS was completed successfully. No operator intervention is required.
Ready for review
Yellow
The process is waiting for manual review or operator investigation before being sent to the Federal Revenue Service.
Processing at RFB
Gray
The process is in the checking stage at the Federal Revenue Service of Brazil (RFB). No operator intervention is required.
Awaiting correction (RFB)
Orange
The process had an error at the Federal Revenue Service of Brazil (RFB) and requires joint action with the Federal Revenue Service.
Registration with error
Red
The process has an internal error.
Processing at MJ
Gray
The process is in the sending and checking stage at the Ministry of Justice (MJ). No operator intervention is required.
Sent for printing
Orange
The process was sent to GBS Print. No operator intervention is required in GBS SMART, only in GBS Print.
Printed
Gray
The identity document was printed and validated in GBS Print and is being sent to the service point.
Waiting for Payment
Blue
Exclusive status of the Express Issuance: the process is waiting for payment.
Available for Delivery
Blue
The printed document was received at the service point and is available for delivery to the applicant. That is, the pouch containing the document was marked as received through the Receive Pouch feature.
Completed
Green
Final overall status of the civil process. It indicates the end of processing in all external services (such as Federal Revenue, Wallet, ABIS, etc.) and that no further actions need to be taken.
Delivered
Green
The printed document was delivered to the applicant (in person or by proxy). Sending to Wallet can be carried out and, after completion, it may progress to Completed.
Rejected
Red
The civil process was canceled. This may occur in case of rejection in review/investigation or GBS ETR, for example.
Clicking on a process in the list will open the Civil Process Details.
To create a new civil process and issue an identity card, click the Create civil process button, located in the upper-right corner of the screen. Then, follow the instructions described in ID Card Issuance.
Filters
At the top of the screen, there are filter options to help the user find specific processes. It is possible to filter by date range, protocol, CPF, RG, service point, and status. To apply a filter, select the desired filters and click Filter. Then, only the processes 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.
Civil Process Details
On the Civil Process Details screen, it is possible to view all process data and perform various actions.
At the top of the process record, it is possible to find the process creation and modification dates, its status, and the Action Buttons. Below are the face photo, biographical data, and the subsection of additional documents. At the bottom, the biometric data are organized in tabs according to their type. Finally, at the bottom of the page, there are the Footer Buttons.
Action Buttons
In the upper-right corner of the process record, there is a series of action buttons that allow the user to perform various operations. They become available or unavailable automatically according to their applicability to the current status of the process.
The available options are:
History: shows the process history.
For details on the history feature, see the section Civil Process History.
Edit biographical data: opens the biographical editing screen.
For details on this feature, see the section Edit Biographical Data.
Payment, drop-down menu with the options:Generate payment slip: generates a payment slip.
Exempt payment: exempts the applicant from payment with justification.
Confirm payment: confirms the payment using the slip number.
For details on the payment procedure, see the section Payment.
Download, drop-down menu with the options:Record: download the process record in PDF.
Protocol: download the process protocol in PDF.
Capture, drop-down menu with the options:Live face: capture a face photo using the workstation camera.
Live fingerprints: capture fingerprints using the workstation biometric reader.
Live signature: collect a signature using the workstation signature pad.
Capture from form: capture biometric data from a scanned paper form.
Delete Biometrics: removes all biometrics from the process.
Live auxiliary images: capture auxiliary images using the workstation camera.
For details on the biometric capture procedure, see the section Collect Biometric Data.
Footer Buttons
At the bottom of the Civil Process Detailsscreen, there are additional buttons for specific actions.
On the left side:
Back: returns to the Civil Processes List.
On the right side, depending on the process status, there may be:
Send: sends the process for processing.
Available if the status of the process is Ready for Submission (for traditional Civil Processes) or Waiting for Payment (for Civil Processes of Express Issuance).
For details on the procedure for sending the civil process, see the section Send Civil Process.
Biographical review: opens the Biographical Review.
Available if the status of the process is Ready for review.
For details on the biographical review procedure, see the section Biographical Review.
Deliver Document, drop-down menu with options to mark that the printed document linked to the process was delivered:Hand delivery: marks that the document was delivered directly to the applicant.
Delivery by proxy: marks that the document was delivered to the applicant's proxy.
Present if the status of the process is Available for Delivery.
For details on the biographical review procedure, see the section Deliver Printed Document.
ID Card Issuance
Issuing an identity card represents the process of collecting biographical and biometric data to produce a new identity card, whether it is the first copy or a second copy with data recollection.
To issue an identity card, first search for the applicant's CPF or RG in the database. To do this, fill in the Search CPF or Search RG with a valid document number and click the search button, indicated by the magnifying glass icon.
If the document is found, the biographical data obtained from the database will be displayed in the Search Results, on the right side of the screen:
Otherwise, the message will be displayed: "No information was found for the document: <CPF/RG>".
In addition, at the bottom of the screen - in the Already Issued Processes, it is possible to view the processes already issued for the searched document. Or, if there is no issued process, the message will be displayed: "No issued process was found for the document: <CPF/RG>".
To proceed with issuance, if the document search returned results, click the New ID card button, located in the lower-right corner of the screen.
If the document search did not return results, click the New ID card without CPF/RG button, located in the lower-right corner of the screen.
This will open a window with the biographical data collection form.
Collect Biographical Data
To begin creating a civil process and issuing an identity card, the citizen's biographical data must be captured.
Carefully fill out the biographical data collection form. Required fields are highlighted with an orange outline, indicated by a message (This field is required) and must be filled in so that you can proceed.
Finally, click Create process.
After the process is created, you will be redirected to the Civil Process Details. Proceed by carrying out the biometric data collection, as explained in the next section.
Collect Biometric Data
After the biographical data has been collected and the process created, it is necessary to collect the biometric data. This is done from the Civil Process Details.
There are two ways to capture biometric data:
From Form: from a scanned paper form.
Live: using the workstation camera, biometric reader, and signature pad.
For each biometric data item in the process (such as face photo and fingerprint), it is also possible to capture it individually or add information justifying the absence of the biometric, such as a bandaged finger, amputated finger, etc. To do this, hover over the down arrow, located to the right of the biometric name, and click the desired option.
Form Capture
To capture the biometric data using a scanned paper form, hover over the action button Capture and click Capture from form.
Next, enter the image resolution of the scanned paper form, select the form layout using the drop-down menu, and select the scanned form file to upload.
For more information about form layouts, see the section Layouts.
On the right side of the screen - in the Previewsection, the scanned form will be displayed with the regions from which the biometrics will be extracted highlighted in blue.
Check whether these regions adequately overlap the biometrics collected on the form.
If they are correct, click Send, located in the lower-right corner of the screen.
Otherwise, click Send with adjusted layout. In the window that opens, select the Transform Region.
Click and drag the regions to reposition them (dark blue outline) or click on a region to show the resizing options (light green outline): to resize a region, click and drag one of the control points found on the region outline.
After adjusting the regions, click Save, located in the upper-right corner, and choose an option:
Original: creates a new layout with the adjusted regions that can be used for new requests. If used, before saving it is recommended to change the layout name and description.
Edited: uses the edits in the current submission but does not create a new layout.
You will be redirected back to the Civil Process Details screen and, in the background, the system will extract the biometrics from the scanned form. As extraction is performed, the biometrics will be automatically added to the process and its status will be updated.
At the end of the extraction, the process status will be Captured and the biometrics will be available for viewing.
Live Capture
Live capture is performed using the workstation camera, biometric reader, and signature pad, at the time of serving the citizen.
For live capture to be possible, the BCC Services must be running on the workstation.
To make sure it is running - in the lower-right corner of the screen, in the taskbar - click the arrow pointing up and check whether the BCC Services logo is in the list of running programs.
If BCC Services is not running, open the Start menu by clicking the Windows icon on the left side of the taskbar (or pressing the Windows key on the keyboard). Then, look for the GBS BCC folder in the list of programs (or type "bcc" to search). Click the BCC icon to open BCC Services.
or 
Face
To capture the face photo, hover over the action button Capture and click Live face. A capture window will open.
If the camera does not start automatically, click Start camera.
Instruct the person to position themselves correctly in front of the camera and click Capture.
Automatically, the system will make some adjustments to the captured image and display it on the right side of the screen. If desired, manual brightness and contrast adjustments can be made. To do this, slide the selector to the right or left. When you are satisfied with the image, click OK.
Fingerprints
To capture fingerprints, hover over the action button Capture and click Live fingerprints. A capture window will open.
Click Fingerprints, in the lower-right corner of the screen, and capture the sequence control fingerprints, according to the instructions displayed on the screen.
Next, click Fingerprints again to start capturing the main fingerprints. The finger to be captured will be highlighted in red. Instruct the person to place the finger correctly on the biometric reader and wait for automatic capture.
After a successful capture, the collected finger will be highlighted in green and the screen will automatically advance to the next finger to be captured.
In special cases, it may be necessary to indicate some anomaly in the capture of a finger. To do this, with the selected finger (highlighted in red), click the drop-down menu below the capture area and select a reason. The options are: Damaged, Bandaged, Ignored, Amputated, or Low quality.
After choosing a reason, the selected finger will be highlighted in orange. Click Accept, in the lower-right corner of the screen, to confirm the anomaly.
After accepting the addition of an anomaly, the finger with the anomaly will be highlighted with a specific color, depending on the reason:
Damaged or Bandaged: gray
Ignored or Low quality: yellow
Amputated: black
The anomalies will also be displayed in the list of collected fingerprints with the message "anomaly" and the chosen reason. Biometrics without anomaly will be accompanied by an indication of the collection quality.
After finishing the fingerprint capture, click Save in the lower-right corner of the screen.
Signature
To capture the signature, hover over the action button Capture and click Live signature. A capture window will open.
Perform the collection using the signature pad.
At the end of the captures, the process status will be Captured and the biometrics will be available for viewing.
Edit Biographical Data
If a process has not yet been sent, it is possible to edit the applicant's biographical data. To do this, click the Edit biographical data action button, located in the upper-right corner of the screen. An editing window will open:
Make the necessary changes and click Edit biographical data. If you want to discard the changes, click Cancel.
Additional Documents
Before sending a process, Additional Documentsmust be attached, such as a copy of the applicant's birth or marriage certificate.
To do this, click the Addbutton, located at the lower-right part of the additional documents section:
Select the desired file and click Open to attach it to the process. The document will be displayed in the list of additional documents. Then, in the drop-down menu, select a category for the document and click Save changes.
The document will be added to the process. To view, download or delete a document, click the corresponding icons, located at the end of the document row in the additional documents list.
Send Civil Process
The next step in the identity card issuance process is to send the process for processing. To do this, on the Civil Process Detailsscreen, click the Send button, located in the upper-right corner of the screen.
A confirmation window will appear. The send button will remain disabled until an option is selected.
Select whether you want to send the profile for investigation (biographical exception in ETR). If so, use the drop-down menu to add a reason.
Then, if necessary, mark that the profile has low-quality biometrics.
Finally, click Send.
The profile will be sent for processing and its status will be updated.
Biographical Review
In some cases, it may be necessary to perform a Biographical Review to review the biographical data sent in the process. This happens due to environment settings or discrepancies between the data sent in the process and the biographical data already present in the database. In these cases, the process will have the status Ready for review.
To perform the Biographical Review, click the footer button Biographical review, located in the lower-right corner of the page:
The Biographical review screen will open. There, it is possible to view the process biographical data and the data retrieved from the database, as well as the birth certificate (or marriage certificate) sent with the process:
The process biographical data must match the data present in the birth certificate (or marriage certificate) of the applicant citizen, even if this data does not match the data retrieved from the database.
When performing the review, if necessary, it is possible to edit the process biographical data. To do this, click Edit biographical data. Make the necessary changes and click Save changes. If you want to discard the changes, click Cancel.
Then, click Accept to confirm the Biographical Review and accept the process. On the confirmation screen, click Accept again.
If you do not want to proceed with this process, it is possible to reject it. To do this, click Reject. On the confirmation screen, click Reject again.
When rejecting a process, its status will progress to Rejected and the process will be completed. This is a final status. To restart, a new service with the applicant and a new process will be required.
Payment
In second-copy processes or Express Issuanceit is necessary for payment to be made before delivering the printed document to the applicant.
Payment options are available among the action buttons, in the drop-down menu Payment.
There are three available options:
Confirm Payment
If the payment was made by bank payment slip, it must be confirmed so that the process can proceed. To do this, hover over Payment and click Confirm payment. Then, enter the slip number and click Confirm payment. A search will be performed and, if the slip is marked as paid, the payment will be confirmed.
Deliver Printed Document
The final stage of the identity card issuance process consists of delivering the printed document to the applicant. For this, the process must have the status Available for Delivery.
There are two options:
In second-copy processes or Express Issuance, the payment must already have been confirmed so that the printed document can be delivered to the applicant.
The option Deliver Document will remain unavailable until the payment is confirmed.
For more information about payment, see the section Payment.
Hand delivery
Hover over Deliver Document, located in the lower-right corner of the screen, and click Hand delivery.
On the document delivery screen, there are 3 delivery options:
WITHOUT biometric verification
If the document is delivered without biometric verification, click Do not verify. Then confirm the delivery by clicking Confirm.
WITH biometric verification of face
If the document is delivered with verification using face biometrics, click Verify with face. Then capture the face photo.
WITH biometric verification of fingerprint
If the document is delivered with verification using fingerprint biometrics, click Verify with fingerprint. Then capture the fingerprints.
Civil Process History
At any time, it is possible to view the history of operations performed in the process by clicking the History action button. A table will be displayed with the history of actions, their description, date and time of execution, and the current status of that action (completed or pending).
The actions that can be viewed in the history are:
Awaiting capture
Awaiting biometric capture
Captured
Biometric data captured
Processing
Data being processed in ABIS
Awaiting quality handling
The process must be handled in MIR
Awaiting exception handling
The process must be handled in ETR
Processed
Data processed
Biographical review
Biographical check required
Processing at the Federal Revenue Service
Data being processed at the Federal Revenue Service
Processing at the Ministry of Justice
Data being processed at the Ministry of Justice
Printing
Printing document
Printed
Printed document
Closed
Process closed
Canceled
Process canceled
Federal Revenue Service error
Federal Revenue Service error
Express Issuance
The Express Issuance is a feature that allows the reprinting of an identity document already issued (the most recent one), without the need for biometric capture or data changes.
To issue a second copy of a document with biometric capture or changes, use the functionality of ID Card Issuance.
To carry out an express issuance, select the search key type using the drop-down menu and enter the corresponding value. Then click the Search button.
If no profile is found, the message "No profile was found for CPF: <CPF>".
If the profile is found, a record containing the face photo and a summary of the biographical data will be displayed. Verify that the data matches the applicant for the express issuance and click Create process.
A new civil process will be created and you will be redirected to the Civil Process Details. The process status will be updated to Waiting for Payment. Then, follow the same instructions as ID Card Issuance, starting from the Send Civil Process.
Criminal Processes
The features for Criminal Processes can be accessed through the shortcuts on the home screen:
Or hovering over Criminal Processes in the top bar to show the drop-down menu:
Criminal Processes List
This screen shows a list of all criminal processes that have been created. A criminal process is the set of biographical and biometric data of a citizen (collected at the time the process is created) gathered with the purpose of carrying out criminal identification. The processes are organized in a table with columns for protocol number, name, CPF, ID card, creation date, service point, and status.
Others
Auxiliary features can be accessed through the shortcuts on the home screen:
Or hovering over Others in the top bar to show the drop-down menu:
The available features are:
Advanced Search
On the Advanced Search it is possible to search for any type of process in the database.
To do this, select the search key type using the drop-down menu, enter the corresponding value, and click one of the search buttons.
There are two types of search available:
Search: performs an exact search of the entered value. Results are displayed quickly.
Expanded Search: performs a broader search, considering partial matches and variations of the entered value. Results may take longer to be displayed.
Layouts
On the Layouts it is possible to view the registered record templates that can be used.
The layouts are created in the CardScan and represent paper form templates that are used to collect biometric data. Click a layout in the list to view a preview of the template.
For more information on creating layouts, see the Layouts chapter of the CardScan documentation.
The areas highlighted in blue represent the regions of the form from which the biometrics will be extracted.
Receive Courier Bag
On the Receive Courier Bag it is possible to search for a courier bag using its identification number, view its status, and mark it as received.
To search for a courier bag, enter its ID in the search field and click Search.
If the courier bag is not found, the Search result screen will display the message: "No courier bag was found with ID: <ID>"
If the courier bag is found, the Search result screen will display the courier bag information and its current status.
The possible statuses for a courier bag in SMART are:
GeneratedClosedReceived
If the status is Closed and the service point already has the courier bag in hand, click Courier bag received to mark it as received.
The status will change to Received:
Menu
In the upper-right corner, you can hover over the username to access the menu:
The available options are:
Settings;
Logout.
Settings
This section allows the user to change some aspects of the interface:
Theme: Light or Dark;
Language: Portuguese;
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