Appian: Query Documents from the Document managed records

1. For Appian‑stored documents, once you have the document ID from the record type, you can pass that document directly through process variables and nodes (no special smart service needed)
2. For External-stored documents, use the “Return External Document” smart service with a record from your document management record type.
3. A single record type cannot manage documents from both sources.
4. Appian recommended to create related document type to store documents seperatly.
5. Only one document field per record type. If you need more document related data, you should create a related document management record types.

Appian‑stored docs: How to retrieve the document?

Use a!queryRecordType() on your document management record type to get the document identifier field (for Appian‑stored docs)

Appian‑stored docs:How to retrieve Document properties:

Document properties like name, description, extension, createdBy etc.. in Appian out of the box Document Record type.

For the out‑of‑the‑box Document record type, you don’t query it directly; instead you query your “parent” record type and pull fields from the related Document record type.

Externally‑stored docs: How to retrieve the document?

For externally stored documents, pass the entire record to the component (Appian will call the configured download integration)