Understanding Workflow Backlogs (and How to Fix Them)
Workflow backlogs can be frustrating, especially when everything looks correct at first glance. This article explains why backlogs happen, how to identify the root cause, and what actions you can take to resolve them quickly.
Most backlog issues follow a few common patterns, particularly around Product Update workflows and high webhook volume.
What Is a Workflow Backlog?
A backlog occurs when workflows are triggered faster than they can be processed. When this happens, actions are queued, execution slows down, and changes may appear delayed or out of sync.
Backlogs are rarely caused by a single event. More often, they are the result of workflow configuration choices combined with high event volume.
Common Causes of Workflow Backlogs
1) Product Update Workflows Triggering Too Often
Cause: Product Update workflows fire on every product change and every product sale. This includes title edits, metafield updates, imports, syncs, and updates from other apps.
Why this creates a backlog:
- Frequent updates trigger the same workflow repeatedly
- The same product may be processed many times in a short window
- API-based conditions (sometimes called "High Latency Conditions") and Actions run even when no meaningful change occurred
Recommended fixes:
- Evaluate non-API conditions first
- Add guard conditions so actions only run when needed
- Pause the workflow temporarily if the queue is already growing
2) High Volume of Incoming Webhooks
Cause: Bulk imports, sync tools, or other apps updating products frequently.
Why this creates a backlog:
- Each update sends a webhook
- Workflows may run dozens of times per product
- Queues grow faster than they can drain
Recommended fixes:
- Switch from real-time Product Update workflows to Scheduled workflows
- Run schedules during low-traffic periods
- Add filters to limit which products are processed
3) Not Ignoring Arigato-Generated Webhooks
Cause: A workflow updates a product, which triggers another Product Update webhook—causing the workflow to run again.
Why this creates a backlog:
- Creates a loop where workflows trigger themselves
- Queue grows exponentially under load
Recommended fixes:
- Enable Ignore Arigato Webhooks
- Pause the workflow and flush the queue before re-enabling
4) Incorrect Workflow Type
Cause: Using Product Update workflows for logic that only depends on inventory data.
Why this creates a backlog:
- Product Update workflows fire far more often than inventory events
- Logic runs even when inventory hasn’t changed
Recommended fixes:
- Use Inventory-level workflows for:
- Quantity thresholds
- Location-based inventory logic
- Stock availability rules
5) Multiple Cloned or Near-Identical Workflows
Cause: Several workflows perform similar checks or actions with minor differences.
Why this creates a backlog:
- Redundant API calls (e.g., metafield lookups)
- Same product processed multiple times across workflows
Recommended fixes:
- Merge workflows into a single workflow
- Use key/value variables to handle variations
- Reduce duplicated conditions and actions
6) Bulk Operations Without Filtering
Cause: Bulk or scheduled workflows run across all products or orders.
Why this creates a backlog:
- Large datasets are processed unnecessarily
- Queue fills with low-value executions
Recommended fixes:
- Add filters to segment items
- Limit execution to only what’s required
7) Overlapping Bulk Operations (Less Common)
Cause: Multiple bulk jobs running at the same time.
Why this creates a backlog:
- Jobs compete for processing resources
- Queue drains more slowly than it fills
Recommended fixes:
- Space out bulk operations
- Schedule them sequentially, not concurrently
Common Problem Profiles (and What to Do)
Profile 1: Product Update Webhook Overload
What we see:
- High volume of product update webhooks
- Workflow listens for Product Update
- Queue growing steadily
- Arigato webhooks not ignored
Recommended actions:
- Pause the workflow
- Flush the queue
- Enable Ignore Arigato Webhooks
- Convert the workflow to a Scheduled workflow
- Add filters and guard conditions
- Resume during off-peak hours
Profile 2: Variant Looping Inside Product Updates
What we see:
- Product Update workflow
- Looping over variants
- API-based conditions inside the loop
- Rapid queue growth
Why it’s problematic:
- One product update multiplied by many variants can create exponential executions
Recommended actions:
- Avoid variant loops inside Product Update workflows
- Use inventory-level workflows when possible
- Add early exit conditions before looping
- Switch to scheduled processing if looping is required
Preventing Backlogs Going Forward
Use these rules of thumb to keep workflows fast and scalable:
- Filter early, act late
- Avoid unnecessary API conditions
- Use the most specific workflow type available
- Use Schedule workflows to schedule heavy workflows during low traffic
- Merge similar workflows whenever possible
- Ignore Arigato-generated webhooks when updating objects
Want Help Reviewing Your Workflows?
Many backlog issues can be identified by reviewing workflow configuration, trigger type, execution volume, and queue behavior. If you’d like a workflow review or optimization guidance, our team can help you get ahead of backlogs before they start.
Upgrade note: If you routinely run high-volume automations (imports, large catalogs, frequent updates), upgrading to Unlimited can help reduce risk during peak activity and support more complex workflow designs.