Custom Element Icons

Why Element Icons Help

Custom element images give your process model more character and make it easier to understand what is happening in a process or which systems are involved. A small visual cue can quickly show whether an activity is done in SAP, by email, in Word, or through another system, without adding extra labels to the diagram. You can try custom icons on your own model with a free trial.

This feature works with uploaded image artifacts. You can upload images, assign them a clear name, and place them on BPMN elements such as activities, events, and gateways. Process Architecture Process Architecture Available with a Process Architecture seat or higher. Only seats on this plan or a higher one can use this feature. Compare plans

What You Can Do

• Upload images and reuse them across your process model.
• Place images on activities, events, and gateways.
• Upload images directly while editing one of these elements.
• Give uploaded images a clear name so they are easier to find later.
• Remove images when they are no longer needed.

How Element Images Work

When you attach an image to an element, ProcessMind shows it in a fixed square area in the top-right corner of the element. The position is not configurable, so every image stays aligned consistently across the model.

Because the image is always shown inside a square frame, it is best to use artwork that already works well in a square format. Transparent images are strongly recommended, because they usually look better in both light mode and dark mode.

How to Add an Image to an Element

1. Select the BPMN element in your model.
2. Open the Element Settings tab in the panel on the right.
3. Click Select Image.
4. Choose an existing uploaded image or upload a new one.
5. Confirm your selection.

You can also upload an image directly from the image selector opened for that element. This is useful when you are modeling and immediately notice that a task, event, or gateway needs a visual indicator.

Best Practices for Element Images

• Use transparent PNG or WEBP images whenever possible.
• Keep the design simple so it remains readable at a small size.
• Prefer square-friendly artwork, because the icon area is always square.
• Use recognizable system or action symbols to improve model readability.
• Give every uploaded image a descriptive name so you can find it later.

Managing Uploaded Images

Uploaded images are stored as reusable artifacts. This means the same image can be used on multiple elements across a process.

If you delete an uploaded image artifact, it will be removed from every element where it is currently used. Before deleting an image, make sure it is not still needed elsewhere in the model or documentation.

Process Documentation Attachments

In addition to element images, you can also upload artifacts for the Documentation tab. These attachments are useful for linking process-wide documentation or element-specific supporting files such as instructions, screenshots, reference documents, spreadsheets, or presentations.

This makes it possible to attach documentation and reference material directly to the process, individual elements, or supporting documentation flows.

Supported File Formats

ProcessMind currently supports the following artifact formats:

• Image: PNG, JPEG, WEBP, SVG
• PDF: PDF documents
• Word: DOCX
• Excel: XLSX
• PowerPoint: PPTX

These formats can be used for visual element images or for documentation attachments, depending on the artifact type and where you use it in the model.

Typical Use Cases

• Add a mail icon to an activity that sends a confirmation email.
• Add an SAP icon to tasks that are completed in SAP.
• Add a document icon to a preparation step that creates a Word file.
• Add cloud or server imagery to technical integration steps.
• Attach PDFs, Word files, or spreadsheets in the Documentation tab for detailed work instructions.

Working with Image Artifacts

Image artifacts make process models more visual and quicker to scan. They help readers understand which tools, systems, or outputs are involved in a process while keeping the diagram clean. For the best result, use transparent square-friendly images, give them clear names, and remember that deleting an uploaded image removes it everywhere it is used.

Generate a Custom BPMN Model

Related topics

• BPMN Building Blocks: element reference.
• BPMN 2.0: the BPMN language.