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 Griaule support team to obtain the correct URL.
You must 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 SMART's main features.
The interface is divided into two main sections: the top bar and the content area.
On the top bar, there are 4 dropdown menus, each representing a category of functionalities:
Username Menu. Hovering over the username, you can access additional options.
Some options may not be available depending on the environment configuration or user permissions.
Civil Processes
The functionalities for Civil Processes can be accessed via the shortcuts on the home screen:
Or by hovering over Civil Processes on the top bar to show the dropdown menu:
The available functionalities are:
Civil Processes List
This screen shows a list of all civil processes that were created. A civil process is the service record and a set of a citizen's biographical data (collected at the time of process creation) and biometric data (such as face photo and fingerprints) for issuing a National Identity Card (CIN). Processes are organized in a table with columns for protocol number, name, CPF, RG, creation date, service location and status.
Statuses are categorized according to the following color code:
Yellow
An internal action within the application is required for the process to advance. It does not depend on the applicant.
Yes, internal.
Blue
Waiting for an internal application action to advance, but it depends on interaction with the applicant.
Yes, internal with the applicant.
Orange
Requires external action/coordination with another agency for the process to advance.
Yes, external and/or joint.
Gray
Informational-only state: 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:
Requires Capture
Blue
The process was created and is awaiting biometric capture (live or via form).
Waiting for segmentation
Gray
The process was sent to GBS CardScan and is awaiting biometric segmentation. No operator intervention is required.
Ready to send
Yellow
Biometrics have been captured (live or via form) and the process is awaiting sending.
Processing in ABIS
Gray
The civil process is being processed by the ABIS. No operator intervention is required.
Low quality (MIR)
Orange
The process is awaiting handling in GBS MIR due to low quality of the biometrics.
Exception (ETR)
Orange
The process is awaiting handling in GBS ETR because it generated an exception.
Processed in ABIS
Gray
The registration in ABIS completed successfully. No operator intervention is required.
Ready for verification
Yellow
The process is awaiting manual verification or operator investigation before being sent to the Federal Revenue.
Processing in RFB
Gray
The process is in the checking stage at the Federal Revenue of Brazil (RFB). No operator intervention is required.
Awaiting correction (RFB)
Orange
The process had an error at the Federal Revenue of Brazil (RFB) and requires joint action with the Federal Revenue.
Registration with error
Red
The process has an internal error.
Processing in 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 location.
Available for delivery
Blue
The printed document was received at the service location and is available for delivery to the applicant. That is, the pouch that contained the document was marked as received using the Receive Pouch functionality.
Finished
Green
Global final status of the civil process. Indicates the end of processing in all external services (such as Federal Revenue, Wallet, ABIS, etc.) and that there are no more actions to be taken.
Delivered
Green
The printed document was delivered to the applicant (in person or by proxy). Sending to Wallet can be performed and, after completion, may evolve to Finished.
Rejected
Red
The civil process was canceled. This may occur in case of rejection during verification/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 Identity 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 location and status. To apply a filter, select the desired filters and click Filter. Then only 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 you can view all the process data and perform various actions.
At the top of the process form, you can find the creation and modification dates of the process, its status and the Action Buttons. Below are the face photo, the biographical data and the subsection of additional documents. At the bottom are the biometric data organized in tabs according to their type. Finally, in the page footer are the Footer Buttons.
Action Buttons
In the upper right corner of the process form, there are a series of action buttons that allow the user to perform various operations. They become available or unavailable automatically according to their applicability for the process's current status.
The available options are:
History: shows the process history.
For details of the history functionality, see the section Civil Process History.
Edit biographical data: opens the biographical editing screen.
For details of this functionality, see the section Edit Biographical Data.
Payment, dropdown menu with the options:Generate boleto: generates a boleto for payment.
Waive payment: exempts the applicant from payment upon justification.
Confirm payment: confirms the payment using the boleto number.
For details of the payment procedure, see the section Payment.
Download, dropdown menu with the options:Record: download the process record in PDF.
Protocol: download the process protocol in PDF.
Capture, dropdown menu with the options:Live face: capture face photo using the workstation camera.
Live fingerprints: capture fingerprints using the workstation biometric reader.
Live signature: collect 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 of the biometric capture procedure, see the section Collect Biometric Data.
Footer Buttons
In the footer 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, you may have:
Send: sends the process for processing.
Available if the status of the process is Ready to Send (for traditional Civil Processes) or Awaiting Payment (for Civil Processes of Express Issuance).
For details of the procedure to send the civil process, see the section Send Civil Process.
Biographical verification: opens the Biographical Verification.
Available if the status of the process is Ready for verification.
For details of the biographical verification procedure, see the section Biographical Verification.
Deliver Document, dropdown 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 a proxy of the applicant.
Present if the status of the process is Available for delivery.
For details of the biographical verification procedure, see the section Deliver Printed Document.
Identity Card Issuance
Issuing an identity card represents the process of collecting biographical and biometric data to produce a new identity card, whether it is a first issue or a reissue with data re-collection.
To issue an identity card, first you must search the applicant's CPF or RG in the database. To do this, fill in the field 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>".
Also, at the bottom of the screen - in the Already issued processessection, you can view the processes already issued for the searched document. Or, if there are no issued processes, 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 card button located in the lower right corner of the screen.
If the document search did not return results, click the New 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 start creating a civil process and issue an identity card, you must capture the citizen's biographical data.
If the document search returned results, the biographical data obtained will be automatically filled in the collection form.
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 out in order to proceed.
Finally, click Create process.
After creating the process, you will be redirected to the Civil Process Detailsscreen. Proceed by performing the biometric data collection, as explained in the following section.
Collect Biometric Data
After collecting the biographical data and creating the process, it is necessary to collect the biometric data. This is done from the Civil Process Details.
screen
: using the workstation camera, biometric reader and signature pad.
For each biometric data of the process (such as face photo and fingerprint) it is also possible to capture individually or add information justifying the absence of the biometric, such as bandaged finger, amputated, etc. To do this, hover over the down arrow located to the right of the biometric name and click the desired option.
Capture from Form Capture To capture biometric data using a scanned paper form, hover over the action button
and click Capture from form.
Then enter the resolution of the scanned form image, select the form layout using the dropdown menu and select the scanned form file to upload. For more information on form layouts, consult the section.
Layouts On the right side of the screen - in thePreview
section, the scanned form will be displayed with the regions from which the biometrics will be extracted highlighted in blue.
Check that these regions properly 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
tool Click and drag the regions to reposition them (dark blue outline) or click on a region to show the resize options (light green outline): to resize a region, click and drag one of the control points found on the region's outline.
Each region is tied to a specific biometric. This biometric is indicated in the upper left corner of each region. Make sure the regions are positioned correctly over the corresponding biometrics.
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, it is recommended to change the layout name and description before saving.
Edited: uses the edits for the current submission but does not create a new layout. Civil Process Details You will be redirected back to the
screen and, in the background, the system will perform the extraction of the biometrics from the scanned form. As the extraction is executed, the biometrics will automatically be 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 citizen service. In order to perform live capture, it is necessary that the BCC Services
is running on the workstation.
To make sure it is running - at the bottom right of the screen, in the taskbar - click the arrow pointing up and check if 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 by 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
or 
icon to open BCC Services.
Face Capture To capture the face photo, hover over the action button
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.
In some environments, the photo capture may be done automatically after the system detects that the person is correctly positioned in front of the camera.
Automatically, the system will make some adjustments to the captured image and show it on the right side of the screen. If desired, it is possible to make manual brightness and contrast adjustments. To do so, slide the selector to the right or left. When satisfied with the image, click OK.
Fingerprints Capture To capture fingerprints, hover over the action button
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.
This step may not be necessary in your environment; in that case, ignore it and proceed to the next step.
Then 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 the 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 an anomaly in the capture of a finger. To do this, with the selected finger (highlighted in red), click the dropdown menu below the capture area and select a reason. 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 anomaly will be highlighted by a specific color, depending on the reason: or DamagedBandaged
: gray or IgnoredLow quality
: yellowAmputated
: black
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 capture quality.
After finalizing the fingerprint capture, click Save, in the lower right corner of the screen.
Signature Capture To capture the signature, hover over the action button
and click Live signature. A capture window will open.
Perform the collection using the signature pad. At the end of the extraction, the process status will be Captured
Edit Biographical Data
At the end of the captures, the process status will be
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 modifications and click Edit biographical data. If you wish to discard the changes, click Cancel.
Additional Documents Make the necessary modifications and click Edit biographical data. If you wish to discard the changes, click Cancel.Before sending a process, you must attach
, such as a copy of the applicant's birth or marriage certificate. To do this, click theAdd
button located at the bottom right 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 additional documents list. Then, in the dropdown menu, select a category for the document and click Save changes. The document will be added to the process. To, view or download delete
Send Civil Process
a document, click the corresponding icons located at the end of the document row in the additional documents list. Civil Process DetailsThe next step in the identity card issuance process is to send the process for processing. To do this, on the
screen, 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 yes, use the dropdown menu to add a reason.
Then, if necessary, mark that the profile has low quality biometrics.
Finally, click Send.
Biographical Verification
The profile will be sent for processing and its status will be updated. Ready for verification.
In some cases, it may be necessary to perform a Biographical Verification to review the biographical data submitted in the process. This occurs due to environment configurations or discrepancies between the data submitted in the process and the biographical data already present in the database. In these cases, the process will have the status
To perform the Biographical Verification, click the footer button Biographical verification located in the lower right corner of the page: The Biographical verification
screen will open. There, it is possible to view the process's biographical data and the data retrieved from the database, as well as the birth (or marriage) certificate submitted with the process: The process's biographical data must match the data present on the citizen applicant's birth
(or marriage) certificate, even if these data do not match those retrieved from the database.
When performing the verification, if necessary, it is possible to edit the process's biographical data. To do this, click Edit biographical data. Make the necessary modifications and click Save changes. If you wish to discard the changes, click Cancel.
Then click Accept to confirm the Biographical Verification and accept the process. On the confirmation screen, click Accept again.
If you do not wish to proceed with this process, it is possible to reject it. To do so, click Reject. On the confirmation screen, click Reject again. Rejected Upon rejecting a process, its status will change to
Payment
and the process will be finalized. This is a final status. To restart, it will be necessary to perform a new service with the applicant and create a new process. Express IssuanceIn reissue or
processes, payment must be made before delivering the printed document to the applicant. Payment.
Payment options are available alongside the action buttons, in the dropdown menu
Deliver Printed Document
and click Confirm payment. Then enter the boleto number and click Confirm payment. A search will be performed and, if the boleto is recorded as paid, the payment will be confirmed. Available for delivery.
The final step of the identity card issuance process consists of delivering the printed document to the applicant. For this, the process must have the status
and the process will be finalized. This is a final status. To restart, it will be necessary to perform a new service with the applicant and create a new process. Express IssuanceDelivery by proxy
Payment must already have been confirmed in order for the printed document to be delivered to the applicant. Deliver Document The
option will remain unavailable until payment is confirmed. Payment.
There are two options:
For more information about payment, see the section Deliver DocumentHover over
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 performing biometric verification, click Do not verify. Then confirm the delivery by clicking Confirm. WITH face
biometric verification
If the document is delivered without performing biometric verification, click Do not verify. Then confirm the delivery by clicking Confirm. WITH If the document is delivered with verification using face biometrics, click Verify with face. Then perform the face photo capture.
fingerprint
Hand delivery
For more information about payment, see the section Deliver DocumentIf the document is delivered with verification using fingerprint biometrics, click Verify with fingerprint. Then perform the fingerprint capture.
located in the lower right corner of the screen, and click Delivery by proxy.
Civil Process History
Then click Attach proxy. Attach the proxy document file and confirm the delivery by clicking Confirm delivery.
At any time, it is possible to view the history of operations performed on the process by clicking the History action button. A table will be displayed with the history of actions, their description, execution date and time and the current status of that action (completed or pending).
Action
Awaiting capture
At the end of the extraction, the process status will be
Awaiting biometric capture
Biometric data captured
Processing
Data being processed in ABIS
Awaiting quality treatment
The process must be handled in MIR
Awaiting exception handling
The process must be handled in ETR
Processed
The
Data processed
Biographical verification required
Processing at the Federal Revenue
Data being processed at the Federal Revenue
Processing at the Ministry of Justice
Data being processed at the Ministry of Justice
Printing
Printed
Printing document
Document printed
Closed
Process closed
Canceled
Process canceled
Process canceled
Express Issuance
Error in the Federal Revenue Express Issuance The
is a functionality that allows reprinting an already issued identity document (the most recent one), without the need for biometric collection or possibility of data changes. Identity Card Issuance.
To issue a reissue of a document with biometric collection or changes, use the functionality of
To perform an express issuance, select the type of search key using the dropdown 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 form containing the face photo and a summary of the biographical data will be displayed. Verify that the data corresponds to the applicant of the express issuance and click Create process. Civil Process DetailsA new civil process will be created and you will be redirected to the Awaiting Paymentscreen. The process status will be updated to Identity Card IssuanceThen follow the same instructions of the Send Civil Process.
Criminal Processes
The functionalities for Criminal Processes can be accessed via the shortcuts on the home screen:
Or by hovering over Criminal Processes on the top bar to show the dropdown menu:
starting from the step
Criminal Processes List
Other
This screen shows a list of all criminal processes that were created. A criminal process is the set of a citizen's biographical and biometric data (collected at the time of process creation) collected with the purpose of performing a criminal identification. Processes are organized in a table with columns for protocol number, name, CPF, RG, creation date, service location and status.
Or by hovering over Other on the top bar to show the dropdown menu:
The available functionalities are:
Auxiliary functionalities can be accessed via the shortcuts on the home screen:
On the Auxiliary functionalities can be accessed via the shortcuts on the home screen: Receive Pouch
it is possible to perform a search for any type of process in the database.
To do this, select the type of search key using the dropdown menu, enter the corresponding value and click one of the search buttons.
There are two types of search available:
Search: performs an exact search for the entered value. Results are displayed quickly.
For more information on form layouts, consult the section
On the For more information on form layouts, consult the section Extended Search: performs a broader search, considering partial existence and variations of the entered value. Results may take longer to be displayed.
it is possible to view the registered form templates that can be used. Layouts are created in CardScan
and represent paper form templates that are used to collect biometric data. Click a layout in the list to preview the template. For more information about creating layouts, consult the.
Layouts chapter of the CardScan documentation
Advanced Search
On the Advanced Search The areas highlighted in blue represent the regions of the form from which the biometrics will be extracted.
it is possible to search for a pouch using its identification number, view its status and mark it as received. To search for a pouch, type its ID
in the search field and click Search. If the pouch is not found, the Search Results screen will display the message:
"No pouch was found with ID: <ID>" If the pouch is not found, the If the pouch is found, the
screen will display the pouch information and its current status.
The possible statuses for a pouch in SMART are:GeneratedClosed
Received Generated If the status is
and the service location already has the pouch in hand, click Pouch received to mark the pouch as received. Closed:
The status will change to
Menu username In the upper right corner, you can hover over the
The available options are:
to access the menu:
Settings;
Logout.
This section allows the user to change some aspects of the interface:
Theme: Light or Dark;
Language: Portuguese;
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