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Ministry of Energy Mines and Responsible for Core Review

Chapter VI: Code Table and User Maintenance/Administration


A. Code Table Maintenance
B. Authority Levels
C. Flow Chart
D. Individual Coding Record Approval
E. Administrator Task List
F. Coder Task List


 A. Code Table Maintenance


The Code Table Maintenance option is only available to those with the highest security level access.


Code tables are a very important component of table driven systems, such as MINFILE/pc and MINFILE/www.  Code tables allow the flexibility to accommodate the changing needs of system users. System administration involves updating the code tables. The code tables contain information that controls various system functions, such as:


  • suggesting possible values for data entry fields.
  • controlling input to the data entry screens.
  • allowing different users to access the system.

IMPORTANT: Modifications and deletions to the code tables can result in system inconsistencies. Since persons with limited MINFILE/pc system knowledge can inadvertently corrupt the database, please contact the Victoria MINFILE office to alert them of a new or possible code change.


This screen allows the user to add, delete and edit elements that appear in drop-down lists throughout the application.


Security:  Ministry Users only.

Load Action:  The drop-down list box “Table” is populated with the names of all of the parameter tables in the database.

Events:  Add New - Adds a new row to the selected table.  Selection of an item in the List Box Table - Displays the contents of the corresponding parameter table in the grid.


The administration section is used to create and maintain project information.


Select the Administration folder on the left navigation menu.

From the Table drop down list box select the field to be updated.


Adding a New Record

1.  Select Add New to add a new field to the table.
2.  Enter the name of the new entry in the Name text box.
3.  Select Update to save your entry and update the database - OR -
     Select Delete to cancel your entry.


Editing a Record

1.  Select Edit next to the record to be edited.  The name text box opens.
2.  Edit the entry in the Name text box.
Select Update to save your changes and update the database -OR-
    Select Cancel to cancel your change to the record.



B. Authority Levels


The following is a description of the different levels of security and access to the MINFILE Mineral Occurrence system.


User Groups


There are 4 user groups:


Anonymous User

No authentication is required for this access as it is available to the general public over the Internet.   Anonymous users can:


  • Download an Offline copy of MINFILE;
  • Search the online version of MINFILE.
  • Download various forms of MINFILE data from their search results.


Coders are individuals, or employees of firms who are hired on a contractual basis to provide MINFILE updates.


These clients generally do not have an IDIR id and do not access MINFILE from within the IDIR domain. They can, however, be assigned either an IDIR or a BCeID account, with which they can:


  • Complete and submit MINFILE data via the MINFILE Coding Card online;
  • Return to an existing completed form prior to its approval and edit it;
  • They will also be able to perform all the functions of Anonymous Users.

Ministry Users

Ministry users are responsible for the quality of data available through MINFILE.


Ministry users are authenticated on the IDIR domain and must provide a user id and password for authorization.  All Ministry users are allowed the same access with the exception of the Database Administrator.


Ministry Users will be able to:


  • Review edit and approve submissions from coders for entry into the database;
  • Append/delete data; backup database; renumber a MINFILE occurrence;
  • Perform all the functions of Anonymous Users and Coders.

Database Administrator

The database administrator is responsible for the administration of the MINFILE database.


Database Administrators are authenticated on the IDIR domain and must provide a user id and password for authorization.


Database Administrators will be able to:


  • Add/edit/delete values from code tables for maintenance;
  • Backup database;
  • Alter data using SQL Server Console Manager including authorizing new users;
  • Perform all the functions of Anonymous Users, Coders, and Ministry Users.

The administrator will also be responsible for enhancements/fixes to the new MINFILE database system as and when required.  Click here for contact information/MINFILE staff.


C. Flow Chart



D. Individual Coding Record Approval

Description - The Ministry User can view the existing values in MINFILE for this occurrence along with the changes provided by the coder. The Ministry User can accept the record as is or make modifications prior to accepting or rejecting the record. 

Security - Ministry Users only are allowed access to this screen.

Load Action - The form is populated with the data from the existing database record for the selected MINFILE occurrence along with the coder’s entries.

Events - Approve Save’s the coder’s changes to the existing MINFILE record and updates the Modified By/Modified Date fields.
         - Reject Changes the state of the coding form record to “Rejected” and initiates an email to the coder with a hyperlink to the coding record in the body of the email.




E. Administrator Task List Bulk Approval Screen


The approval process is shown in the coding process flowchart.


The Task Screen shows all Coding Forms that are “in-progress” – that is, either submitted or started.


From this screen multiple coding forms can be selected for approval or deletion.


Items in the list are hyperlinked to the corresponding coding form to view, edit or approve an individual record.

Security - Only Ministry employees can access this screen.

Load Action - The screen is populated with all work in progress.

Events - Approve All Changes the status of all coding forms for which a check box is checked. If two checked coding forms update the same record an error is generated.


F. Coder Task List


This screen allows coders to view their own work in progress if you have previously saved a partially completed coding card or saved and submitted a new occurrence.  All Items in the list are hyperlinked to the corresponding coding form for further editing and submission.


Note:  If you cannot see your work on the task list it may have been approved by Ministry personnel.  Check under search to see if it is in the corporate database.  You can always edit it again if it still requires modifications.



You must be logged in with a valid BCeID to access or enter data into the database via the MINFILE Coding Card. 


See Data Entry, Chapter V for further information on access to the MINFILE Coding Card.


Note: If logged into the system from a remote location you may get a Security Alert when you save a record