diff --git a/plugins/orchestrator-backend/src/service/DataIndexService.ts b/plugins/orchestrator-backend/src/service/DataIndexService.ts
index 5b2357d7c3..6c90a9a65d 100644
--- a/plugins/orchestrator-backend/src/service/DataIndexService.ts
+++ b/plugins/orchestrator-backend/src/service/DataIndexService.ts
@@ -53,15 +53,16 @@ export class DataIndexService {
       this.logger.error(
         `Error aborting workflow instance ${workflowId}: ${result.error}`,
       );
+    } else {
+      this.logger.debug(`Successfully aborted workflow instance ${workflowId}`);
     }
 
-    this.logger.debug(`Successfully aborted workflow instance ${workflowId}`);
     return result;
   }
 
   public async getWorkflowDefinition(
     definitionId: string,
-  ): Promise<WorkflowInfo> {
+  ): Promise<WorkflowInfo | undefined> {
     const graphQlQuery = `{ ProcessDefinitions ( where: {id: {equal: "${definitionId}" } } ) { id, name, version, type, endpoint, serviceUrl, source } }`;
 
     const result = await this.client.query(graphQlQuery, {});
@@ -70,7 +71,15 @@ export class DataIndexService {
       this.logger.error(`Error fetching workflow definition ${result.error}`);
       throw result.error;
     }
-    return (result.data.ProcessDefinitions as WorkflowInfo[])[0];
+
+    const processDefinitions = result.data.ProcessDefinitions as WorkflowInfo[];
+
+    if (processDefinitions.length === 0) {
+      this.logger.info(`No workflow definition found for ${definitionId}`);
+      return undefined;
+    }
+
+    return processDefinitions[0];
   }
 
   public async getWorkflowDefinitions(): Promise<WorkflowInfo[]> {
@@ -123,9 +132,7 @@ export class DataIndexService {
   }
 
   private async getWorkflowDefinitionFromInstance(instance: ProcessInstance) {
-    const workflowItem: WorkflowInfo = await this.getWorkflowDefinition(
-      instance.processId,
-    );
+    const workflowItem = await this.getWorkflowDefinition(instance.processId);
     if (!workflowItem?.source) {
       throw new Error(
         `Workflow defintion is required to fetch instance ${instance.id}`,
@@ -155,7 +162,15 @@ export class DataIndexService {
       return undefined;
     }
 
-    return response.data.ProcessDefinitions[0].source;
+    const processDefinitions = response.data
+      .ProcessDefinitions as WorkflowInfo[];
+
+    if (processDefinitions.length === 0) {
+      this.logger.info(`No workflow source found for ${workflowId}`);
+      return undefined;
+    }
+
+    return processDefinitions[0].source;
   }
 
   public async fetchWorkflowInstances(
@@ -206,9 +221,13 @@ export class DataIndexService {
       throw result.error;
     }
 
-    const variables = result.data.ProcessInstances.pop().variables;
+    const processInstances = result.data.ProcessInstances as ProcessInstance[];
 
-    return parseWorkflowVariables(variables);
+    if (processInstances.length === 0) {
+      return undefined;
+    }
+
+    return parseWorkflowVariables(processInstances[0].variables);
   }
 
   public async fetchProcessInstance(
@@ -225,10 +244,15 @@ export class DataIndexService {
       throw result.error;
     }
 
-    const instance = (result.data.ProcessInstances as ProcessInstance[])[0];
-    const workflowItem: WorkflowInfo = await this.getWorkflowDefinition(
-      instance.processId,
-    );
+    const processInstances = result.data.ProcessInstances as ProcessInstance[];
+
+    if (processInstances.length === 0) {
+      return undefined;
+    }
+
+    const instance = processInstances[0];
+
+    const workflowItem = await this.getWorkflowDefinition(instance.processId);
     if (!workflowItem?.source) {
       throw new Error(
         `Workflow defintion is required to fetch instance ${instance.id}`,
diff --git a/plugins/orchestrator-backend/src/service/Helper.ts b/plugins/orchestrator-backend/src/service/Helper.ts
index 2134d87f77..c1db42a715 100644
--- a/plugins/orchestrator-backend/src/service/Helper.ts
+++ b/plugins/orchestrator-backend/src/service/Helper.ts
@@ -5,6 +5,24 @@ import { Logger } from 'winston';
 
 import os from 'os';
 
+export async function retryAsyncFunction<T>(args: {
+  asyncFunc: () => Promise<T | undefined>;
+  retries: number;
+  delayMs: number;
+}): Promise<T> {
+  let result: T | undefined;
+  for (let i = 0; i < args.retries; i++) {
+    result = await args.asyncFunc();
+    if (result !== undefined) {
+      return result;
+    }
+    await new Promise(resolve => setTimeout(resolve, args.delayMs));
+  }
+  throw new Error(
+    `Exceeded maximum number of retries for function ${args.asyncFunc.name}`,
+  );
+}
+
 export async function getWorkingDirectory(
   config: Config,
   logger: Logger,
diff --git a/plugins/orchestrator-backend/src/service/SonataFlowService.ts b/plugins/orchestrator-backend/src/service/SonataFlowService.ts
index e5332bed98..e93a5dd931 100644
--- a/plugins/orchestrator-backend/src/service/SonataFlowService.ts
+++ b/plugins/orchestrator-backend/src/service/SonataFlowService.ts
@@ -98,10 +98,11 @@ export class SonataFlowService {
     workflowId: string,
   ): Promise<string | undefined> {
     try {
-      const endpoint =
-        (await this.dataIndex.getWorkflowDefinition(workflowId)).serviceUrl ??
-        '';
-      const urlToFetch = `${endpoint}/management/processes/${workflowId}/sources`;
+      const definition = await this.dataIndex.getWorkflowDefinition(workflowId);
+      if (!definition?.serviceUrl) {
+        return undefined;
+      }
+      const urlToFetch = `${definition.serviceUrl}/management/processes/${workflowId}/sources`;
       const response = await executeWithRetry(() => fetch(urlToFetch));
 
       if (response.ok) {
diff --git a/plugins/orchestrator-backend/src/service/api/v1.ts b/plugins/orchestrator-backend/src/service/api/v1.ts
index 1f7562c13a..cbc1ce824f 100644
--- a/plugins/orchestrator-backend/src/service/api/v1.ts
+++ b/plugins/orchestrator-backend/src/service/api/v1.ts
@@ -16,9 +16,13 @@ import {
 } from '@janus-idp/backstage-plugin-orchestrator-common';
 
 import { DataIndexService } from '../DataIndexService';
+import { retryAsyncFunction } from '../Helper';
 import { SonataFlowService } from '../SonataFlowService';
 import { WorkflowService } from '../WorkflowService';
 
+const FETCH_INSTANCE_MAX_RETRIES = 5;
+const FETCH_INSTANCE_RETRY_DELAY_MS = 1000;
+
 export namespace V1 {
   export async function getWorkflowsOverview(
     sonataFlowService: SonataFlowService,
@@ -146,14 +150,16 @@ export namespace V1 {
     businessKey: string | undefined,
   ): Promise<WorkflowExecutionResponse> {
     const definition = await dataIndexService.getWorkflowDefinition(workflowId);
-    const serviceUrl = definition.serviceUrl;
-    if (!serviceUrl) {
+    if (!definition) {
+      throw new Error(`Couldn't fetch workflow definition for ${workflowId}`);
+    }
+    if (!definition.serviceUrl) {
       throw new Error(`ServiceURL is not defined for workflow ${workflowId}`);
     }
     const executionResponse = await sonataFlowService.executeWorkflow({
       workflowId,
       inputData: reqBody,
-      endpoint: serviceUrl,
+      endpoint: definition.serviceUrl,
       businessKey,
     });
 
@@ -161,6 +167,14 @@ export namespace V1 {
       throw new Error(`Couldn't execute workflow ${workflowId}`);
     }
 
+    // Making sure the instance data is available before returning
+    await retryAsyncFunction({
+      asyncFunc: () =>
+        dataIndexService.fetchProcessInstance(executionResponse.id),
+      retries: FETCH_INSTANCE_MAX_RETRIES,
+      delayMs: FETCH_INSTANCE_RETRY_DELAY_MS,
+    });
+
     return executionResponse;
   }
 
diff --git a/plugins/orchestrator-backend/src/service/router.ts b/plugins/orchestrator-backend/src/service/router.ts
index a68e5d7553..d08a73b5a1 100644
--- a/plugins/orchestrator-backend/src/service/router.ts
+++ b/plugins/orchestrator-backend/src/service/router.ts
@@ -431,9 +431,17 @@ function setupInternalRoutes(
 
     const workflowDefinition =
       await services.dataIndexService.getWorkflowDefinition(workflowId);
+
+    if (!workflowDefinition) {
+      res.status(500).send(`Couldn't fetch workflow definition ${workflowId}`);
+      return;
+    }
     const serviceUrl = workflowDefinition.serviceUrl;
     if (!serviceUrl) {
-      throw new Error(`ServiceUrl is not defined for workflow ${workflowId}`);
+      res
+        .status(500)
+        .send(`Service URL is not defined for workflow ${workflowId}`);
+      return;
     }
 
     // workflow source