How to add icons to custom entities in CRM 2011

I discovered a couple of weeks ago that one of the things Microsoft did get right in the recent Polaris release was to finally fix the dialogue box for adding your own icons to custom entities in CRM. This prompted me to finally get round to writing a proper article about how to do this.

Why use custom entities which need new icons?

As you develop your CRM system there will very likely come a point where you decide to create your own custom entities (record types) to store business data which is specific to your needs. You might also choose to create a custom entity to store data which you need to control access to, separately from other records. A new entity allows you to control through security roles which users can do what with these records independently of their security privileges relating to other entities.

In fact this kind of customisation is very often a fundamental part of the original design plans for many new CRM systems. This extensibility and versatility of systems such as Microsoft Dynamics CRM is arguably the whole point of a so-called xRM platform rather than a locked-down application which only works in the way the original developer thought up.

In order to make your system as easy as possible to use, it is very helpful to use your own custom icons for these entities so that users learn to recognise them rather than having to read loads of text labels. I have seen CRM systems with several custom entities all just left with the original sad little picture of a gear wheel (or a notebook and gear wheel for custom activities). In CRM 4.0 this may have been because the people who had the rights to customise the system did not have direct access to the server to publish their own icons, in CRM 2011 On-Premise or Online the only reason is not having the know-how to do so.

Read on to find out how to add new icons for your custom entities in a few simple steps »