Customized icons

Many WorkZone elements, such as cases, documents and contacts in WorkZone Client are displayed with default icons where they are presented, for example in lists, detail pages, or detail tab rows.

Case are displayed with the case icon (), contacts are displayed with the contact icon (), and documents are displayed with the icon that best represents the format of the particular document - for example for Microsoft Word documents, for Microsoft Excel documents, for Microsoft Power Point documents, for text files and even for images ().

Many standard WorkZone icons are stored in the WorkZone program and cannot be edited or overwritten, but some standard icons are directly accessible for removal or re-assignment and you can also create and use your own custom icons for cases, documents and contacts instead of the standard icons.

Custom icons allow you to create a visual reference directly on the case, document or contact for the combinations of conditions which are important for the goals, processes or work procedures of your organization and thereby help users visually orient themselves in the program.

You can assign custom icons to either replace the existing standard WorkZone icons, for example replacing the standard WorkZone icon for a document with another icon more relevant for your organization, or you can use custom icons to visually represent specific conditions relevant for your organization, work process or goals, for example changing the standard WorkZone icon for a case with a nearly identical icon, only colored yellow and applied to all cases 7 days short of their deadlines.

Custom icons do not change any data registered on the case, document or contact and only function as visual depictions of the element. Similarly, you cannot search for a specific icon in WorkZone Client but must instead search for the special conditions (if any) that result in the display of the custom icon.

Adding custom icons

Before you can start using custom icons, you must first add them to WorkZone to make them available for assignment. Adding custom icons is done in WorkZone Configuration Management > Client > Icon collections.

The Icon collections page contains all icons currently in WorkZone, including standard WorkZone icons that are installed when WorkZone is installed. Only standard WorkZone icons accessible in the icons collection list can be reassigned and removed. Other standard icons are stored elsewhere in WorkZone cannot be reassigned or removed.

Icons can be added by selecting the physical.SVG image file or by entering the SVG code in the Icon as SVG code field. The icon will be displayed to the right of the Icon from file field. If the icon is not displayed, something is wrong with the.SVG image file or the SVG code, and the icon will not be rendered in WorkZone Client.

Note: Only Scalable Vector Graphic images (.SVG) can be used as custom icons.

Assigning custom icons

When the custom icons you want to use have been added to WorkZone, you can assign an icon to cases (File entity), documents (Record entity) and contacts (Contact entity) in general, for example to all cases or all documents.

You can also define one or more assignment conditions to a custom icon, for example assigning an icon to all cases of a particular type (i.e. the case type equals a specific value) or to all documents that have been closed (i.e. the closed date of the document is not empty).

Additionally, custom icons can be defined with start and end dates, enabling you to utilize special custom icons in a narrow, predefined period of time.

Finally, you can assign custom icons to your custom types, adding a visual element to your custom types.

Assigning icons to entities and defining assignment parameters (conditions and start/ end dates) is done in WorkZone Configuration Management > Client > Icon assignments.

Icon assignment notes

Cases and meetings: When you assign an icon to cases, WorkZone meetings will also be displayed with the same icon as WorkZone meetings are considered cases in the WorkZone architecture.
Contact references: Contact references in some forms and dialogs will still use standard WorkZone icons, for example the Contact references in the Add contact references form as the Address entity is used in these dialogs and forms. The Contact references tab itself is based on the Contact entity and will display any changes to the contact icons.

Removing icon assignments

The assignment of a custom icon can likewise be removed or replaced with another icon by editing the icon assignment parameters.

Deleting custom icons

Custom icons can be deleted from WorkZone but you cannot delete a custom icon currently assigned to a case, document or contact, regardless of whether there are any cases, documents or contacts that currently display the icon - for example if the conditions for icon display are not currently met.

If you want to delete an icon from WorkZone, remove any assignments defined for the icon first in WorkZone Configuration Management > Client > Icon assignments and then delete the icon in WorkZone Configuration Management > Client > Icon collections.

Backing up your icons

If you remove an icon from the icons collection list, including standard WorkZone icons, you will not be able to reinstate it unless you have a back-up copy of the icon.

To backup an icon, you can either physically copy the icon itself (the *.svg file) using standard file back up procedures or you can copy the SVG code from the Icon as SVG code field and save the text somewhere safe. For standard WorkZone icons, you may be prevented form accessing the physical *.SVG image location on the server machine, but you can still copy and save the SVG code of the icon.