Start processes from external apps (Polling)
The External App start type allows processes to be started automatically when new data is available in a connected application. Benefit: Incoming files, transfers, or messages from third-party systems are detected without manual effort and fed directly into a process.
What is Polling?
Polling means Pantarey periodically checks an external application for new data. As soon as a new event is detected (e.g. a new file transfer), a process instance is started automatically.
Unlike a Webhook, where the external system actively sends a message, Pantarey retrieves the data independently when using polling.
Setup in the process model
- Place a Start Event in the BPMN model.
- Convert the event into a Message Start Event.
- In the properties panel, select External App as the start type.
After selection, the polling configuration fields appear.
Configuration fields
Provider
The external service to poll. Currently available:
| Provider | Description |
|---|---|
| TeamBeam | Secure file transfer service |
Trigger
The specific event at the provider that should start a process:
| Provider | Trigger | Description |
|---|---|---|
| TeamBeam | New transfer (inbox) | A new file transfer has arrived |
| TeamBeam | Open reservations | New open reservations are available |
Polling interval
How frequently Pantarey checks the provider for new data:
- Every 5 minutes
- Every 15 minutes
- Every 30 minutes
- Hourly
- Daily
Processing mode
How multiple results found at the same time are handled:
| Mode | Description |
|---|---|
| Single | A separate process instance is started for each result |
| Batch | All results are combined and processed in a single process instance |
Example: Automatically process TeamBeam transfers
A company regularly receives documents via TeamBeam. Each incoming transfer should automatically trigger a review process — e.g. for filing, classification, or forwarding.
Configuration
- Start type: External App
- Provider: TeamBeam
- Trigger: New transfer (inbox)
- Polling interval: Every 15 minutes
- Processing mode: Single
As soon as a new transfer is detected, an individual process instance starts with the transfer data as input.
Prerequisites
- The selected provider must be configured in the tenant (e.g. TeamBeam credentials under Managing Secrets).
- The process must be deployed for polling to be active.
Tips
- Short intervals (5 minutes) are suitable for time-sensitive inputs. For less urgent scenarios, an hourly or daily interval is sufficient.
- Single mode is ideal when each input should be processed separately (e.g. one process per document).
- Batch mode saves resources when all inputs can be processed together.
- An overview of all start types for Message Start Events can be found under Webhook (for push-based triggers) and on this page (for polling-based triggers).