Helix now allows companies with multiple internal accounts to securely share datasets with or without requiring VPN access. This makes collaboration across sites, subsidiaries, or departments faster and easier. This article covers the following questions:
What is a sub-account and what is it used for?
What are the two different ways to use Helix account data in your main account?
How do I enable and manage sub-account linking?
Feel like you're missing information? This article connects to the following articles; check them out if you want to learn more:
What is a sub-account and what is it used for?
A sub-account is part of your company's Helix subscription, but it operates as it's own island of data with an independent product library. This account is listed underneath your main account, and is typically implemented for companies with multiple site locations, factory types, or different ongoing projects that should be kept separate. Sub-accounts are not necessary in Method 1 described below, but are necessary for Method 2 below.
There are generally two types of sub-accounts: a material database, and an import account.
Material Database Explained
Material Database Explained
A material database acts as an account where a library of materials are modeled once, and can then be called upon and re-used in many different accounts. This makes the process faster when modeling multiple sites that use the same materials.
Import Account Explained
Import Account Explained
An import account is a specific type of sub-account that has typical LCA calculation functionality switched off. Instead, it functions as an account for custom impact data, such as existing EPD impact data, to be imported and used in other accounts. For example, if you have a verified EPD from one of your suppliers, it's more reliable to use that in your own calculations. This EPD data has to be entered into an import account. As custom EPD impact data into Helix is technical and error prone, it is typically done by Ecochain. Contact your Ecochain representative or [email protected] for more info.
What are the two different ways to use Helix account data in your main account?
Method 1: Product Publishing + VPN
Method 1: Product Publishing + VPN
If you want a product to be searchable (by anyone on Helix) in the material database so that it can be used across accounts, much like how a traditional dataset is attached to a material, this method is for you.
Simply "publish" your product to the database in the "Results - Product overview" page by clicking the eye icon to the left of your desired product(s).
Figure 1: publish product
Figure 2: Publication warning
Figure 3: Successfully published product shows open eye
Your product will now be searchable in the database as if it were a dataset, provided that you have a VPN turned on at the time of search.
Pros of this method:
products from any type of account (main or sub-account) can be published
products are searchable in any account
product impact data can be easily added to another product's BOM without needing to import/export anything
products can be unpublished at any time
Cons:
your impact data is not private, anyone with a Helix account can find and use this
Method 2: Sub-Account Linking (No VPN)
Method 2: Sub-Account Linking (No VPN)
Sub-account linking allows datasets to be reused across internal Helix accounts without a VPN. This feature eliminates the difficulty of VPN-based data transfers. It allows organizations to scale modeling across multiple accounts while keeping data protected.
What does sub-account linking include (and exclude)?
Included:
Allows selected internal Helix accounts (sub-accounts) to import datasets from each other.
Shares the calculated environmental impact result only. It does not include the underlying material details.
Automatically updates results if the source dataset changes.
Excluded:
It does not expose BOM, formulas, or confidential data.
It does not allow external companies to access your data.
This feature only works with company sub-accounts. This doesn't work for linking datasets from one main account to a different main account.
What data is (and isn’t) shared?
Shared | Not Shared |
Environmental impact result (e.g., kg CO₂) | Bill of Materials (BoM) |
Dataset metadata (e.g., name, year) | Internal formulas, supplier details |
Source account name (for traceability) | Process flow or unit operations |
Example of how sub-account linking works
Example of how sub-account linking works
Company A and B are connected:
Company A (Head Office) makes rubber seals.
Company B (a regional factory) uses those seals in their products.
Without linking, Company B needs a VPN + Ecochain support to import the seals dataset.
With linking, Company B can import the result of the seals dataset directly.
How do changes in one account affect others?
Once a dataset is imported using sub-account linking:
It is connected to the original source.
If the original dataset is updated (e.g., emissions factors are revised), all accounts using it will display the new result.
Even if the product using the linked dataset is locked, the imported impact result will still update.
Caution - Linked data: Linked data is dynamic. Any change at the source will affect dependent (i.e., connected) products.
How to enable sub-account linking?
Note - Enabling this feature: This feature must be enabled by Ecochain for your account. Contact your Environmental Specialist to request access.
Enable Data Open Access
Once this feature has been turned on in the backend, you can decide which subaccounts to link.
Go to Settings -> Data open access. Here you can toggle linked sub-accounts between open and closed access.
Figure 1: Showing Data Open Access settings page with closed and open access toggle.
2. Choose the sub-accounts to link. Your unliked accounts are on the left. Your linked (i.e., open access) accounts are on the right. Click on an account to toggle access (Figure 1).
3. Hit Save in the bottom right to save your changes.
Use the sub-account account materials in the main account
Now that you've successfully opened access to your sub-account, products can be used without a VPN in your main account purchasing page import files.
Switch back to your main account, and navigate to Input > Company > Purchasing
Figure 9: Purchasing Page
Click "Export" to obtain a template for correct importing format
Figure 10: Download the import template
Open the Excel file, and fill in the following required cells. This can also be done for more than one material, each on a new line.
Figure 11: Purchasing page template
Material name: this is the name of the material as it will be used in the main account. To avoid confusion, it's usually best to make this name the same/similar as the name of the "product" in the sub-account. This material name and the "product" from the sub-account are the same thing, this is just the step that allows the main account to fetch the impact data from the sub-account.
Product: This must match the "product" name in the sub-account exactly
Company: This must match the sub-account name exactly as it appears in the company dropdown, spaces and capitals included.
Year: This must match the year in which the custom material is stored in the sub-account.
Unit: use "KG" as a default, Helix accepts limited other units.
Purchased amount: Fill in some amount. This can be changed later in Helix.
Save the excel and click import on the Helix purchasing page, select the excel file.
Figure 12: Successful upload, preview shown.
You'll see the screen above detailing what information Helix extracted from the Excel file. Hit Save.
5. You'll now see a material with a connected "dataset", that being the impact data from your sub-account!
Figure 13: Successfully attached custom impact material
Sub-account linking makes it easier to collaborate securely across your Helix accounts, without compromising data privacy or needing VPN access. If you're ready to streamline your modeling workflow, reach out to your Ecochain representative to get started.
Pros of this method:
Data is secure, not searchable by other companies
No VPN configuration needed
Cons of this method:
Sub-account materials are only accessible through purchasing page importing. They're not searchable in the database
How to: Import custom datasets into an Import sub-account (typically done by Ecochain)
How to: Import custom datasets into an Import sub-account (typically done by Ecochain)
Navigate to your import account by switching accounts in the top navigation bar
Figure 2: Switching to import-account
Navigate to Results > Product overview
Click on Export to download an Excel template for importing custom impact indicator values.
Figure 3: Click Export for template
Fill out these required fields in the excel template. The "product" in the sub-account will be used as a material in your main account. Column G, "Year", determines in which year of the import account the material is stored and accessed by Helix. Multiple materials can be uploaded at once, each on their own line.
Figure 4: Required custom import fields
The rest of the columns are optional, and you'll see fields for all impact indicators for EF 3.1, EN15804+A2, NMD standards, and more. Fill out the cells for the LCA standard you're using.
Figure 5: Impact indicator cells
6. Save the file in CSV, comma delimited format. You can now upload this material in the product overview page.
Figure 6: Click "Choose file"
7. With "Dry run" checked, you can test if the import works as intended. It should show non-zero values next to the indicators you filled out, and "product NOT found" is okay, it means there is no existing product with this name, but one will be created for this import.
Figure 7: Dry run import results
8. Once satisfied with the results, navigate back to results > product overview, uncheck "dry run",and import the file again. You'll now see the material name in the product overview list.
Figure 8: Successful custom impact material upload.
Feel like you're missing info? Check out our Helix Help Center Homepage: