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Questions and answers

• How does Flowgine handle a workflow that needs to wait for an external system, retry safely after a timeout, and avoid creating duplicate actions?

  Asked by SaaS Browser · November 2, 2026

  Answered by Tomislav Ilisevic Tomislav Ilisevic from Flowgine · November 2, 2026

  In Flowgine you draw these cases into the workflow itself (it uses BPMN), so you don't have to write code for them.

  Waiting for another system: a receive task or a message event pauses the run until a named message arrives. You can tie the wait to a business value such as an order number, so only the message for that order resumes that run. The other system sends the message through our API, with an API key that is allowed to publish messages. If the wait must not last forever, attach a timer to the step: when the time is up, the run takes the path you drew for that case, for example a reminder or a manual check.

  Timeouts and retries: each integration action has its own request timeout and an optional retry policy. You choose which response status codes trigger a retry, how many retries are allowed (up to 10) and how quickly the gap between attempts grows. If every retry fails, the step stops with its error visible in Operations. Someone on your team can then retry from that step or cancel the run. A retry continues the same run and keeps the failed attempt in its history; it doesn't start the workflow from the beginning.

  Duplicates: when your system starts a workflow through our API, it can send an idempotency key. If the same request arrives again with that key within 24 hours, Flowgine returns the run it already created instead of starting a second one. This protects against repeated requests to Flowgine. It cannot guarantee that another system acts only once, because a timeout can happen after that system has already accepted the call. For anything that must not happen twice, such as a payment or a new customer record, send a stable business reference to the other system and have the workflow check it before retrying.

  We explain how retries, restarts and duplicates work in more detail here: https://flowgine.eu/journal/executions-and-retries

• Process Analytics
  Review execution data to identify delays, failures and steps that need improvement.
• Workflow Execution
  Deploy and run designed workflows to coordinate human work and automated system actions.
• BPMN Process Export
  Export process models in BPMN format for documentation, sharing and future reuse.
• Visual BPMN Designer
  Build business processes visually, combining tasks, decisions and connected steps in a BPMN-based model.
• Connectors & API Access
  Connect workflows to existing applications and services through connectors and APIs.
• Human Tasks & Approvals
  Organize approval steps and assigned tasks with visible ownership throughout the process.
• Live Process Monitoring
  See workflow progress, current owners, waiting steps and failures in one operational view.
• Audit & Execution History
  Review process activity and execution records, with audit access according to the selected plan.
• Failure Recovery Controls
  Intervene when a workflow needs attention, with controls to pause, reassign or re-run work.
• Workflow Validation & Testing
  Check workflow models and test their behavior before deploying them to run.

• Less Manual Follow-Up
  Reduce the need to chase updates by making process progress and responsibilities visible.
• Clearer Accountability
  Make it easier to see who is responsible for each step and where attention is needed.
• Safer Workflow Changes
  Validate and test process changes before deploying them into operational use.
• Smoother Team Handoffs
  Coordinate what happens next when work moves between people, departments and systems.
• Easier Failure Recovery
  Give operators a structured way to investigate problems and intervene when execution needs attention.
• More Consistent Processes
  Turn recurring work into defined workflows instead of relying on informal, ad hoc coordination.
• More Portable Process Models
  Keep exportable BPMN models for documentation, sharing and future process development.
• Better Operational Visibility
  Understand where work is waiting, which steps are failing and how processes are progressing.

• Business Analysts
  Translate business requirements into visual workflows and identify opportunities for improvement.
• Department Managers
  Oversee approvals, assigned work and handoffs within their department and across teams.
• Operations Managers
  Coordinate day-to-day processes, monitor progress and address delays across teams.
• IT & Automation Teams
  Configure workflow automation, connect systems and support reliable process execution.
• Business Process Owners
  Define how a process should run and oversee its execution, responsibilities and outcomes.
• Implementation Consultants
  Design and configure business workflows for client organizations.
• Developers & Integration Engineers
  Integrate applications and services with workflows through connectors and APIs.