Filtering monitoring submissions out of your CRM
A form check sends one real enquiry. One rule in your CRM moves it to a test pipeline: your sales team never sees it, and the check proves all five steps, CRM delivery included.
Our enquiry is recognised by its domain
Every check submits as the same made-up person. Any of these identifies it:
Match the domain, not the whole address. The full address contains the check's own id, and deleting a check and setting it up again mints a new one - a rule keyed on the whole address would then quietly stop matching, months later, with nobody looking. Use the full address only if you deliberately want one rule per check.
- Sender’s domain
checks.senriko.combuild the rule on this- Lead source
utm_source=senriko-monitor- Message starts with
[SENRIKO TEST <id> - DO NOT CONTACT]
Five actions, in this order
The last two are the ones people forget, and they are the ones that cost somebody half a day.
Mark it
Tag or label the record as a monitoring check, so anybody who does open it knows within a second what they are looking at.
Take it out of the pipeline
Move it out of the working pipeline - an archive stage, a separate list, or straight to closed. Not the same board your team clears every morning.
No owner
Assign it to nobody, or to a system account. An unassigned test lead sitting in somebody's queue is exactly the interruption this rule exists to prevent.
Silence the automations
Stop the automations: no welcome email, no SMS, no round-robin assignment, no Slack notification. This is the step that gets missed, and a monitoring check that autoresponds to itself is a strange thing to explain to a client.
Keep it
Do not delete them outright. A monitoring submission that arrives is evidence your form works, and seeing them stop is sometimes how you notice a problem before we report it.
Where the rule goes, system by system
Each one names the place the rule lives and the trap that is particular to it - the thing that makes a correct-looking rule fail there and nowhere else.
amoCRM
Settings > Digital Pipeline, or a Salesbot triggered on incoming leads. Condition on the contact email containing checks.senriko.com.
Digital Pipeline actions run in stage order, so put the move-and-tag stage at the front - a notification stage placed before it still fires.
Bitrix24
CRM > Settings > Automation rules on the Lead entity: condition on the email field, actions Change stage and Add tag.
Automation rules fire per stage. Add yours to the first stage a web form lands in, or a lead that skips that stage skips the rule with it.
HubSpot
Workflows > Contact-based, enrolment trigger: Email contains checks.senriko.com. Actions: set a Lifecycle stage of your own and add to a static list.
Enrolment is once by default. Turn on re-enrolment or only the first check ever gets filed - every later one arrives untagged.
Pipedrive
Automations > Deal created, condition on the person's email, actions Move to a Monitoring pipeline and Update a custom field.
Automations do not run on deals created by other automations. If a webhook or Zap creates the deal, filter at that step instead.
Zoho CRM
Setup > Automation > Workflow Rules on Leads, executed on Create, criteria Email contains checks.senriko.com.
Assignment rules run before workflow rules, so the lead is routed to a human owner first. Reassign inside the workflow, or exclude the address from assignment.
Salesforce
A record-triggered Flow on Lead, entry condition Email contains checks.senriko.com, updating Lead Source and Owner.
Web-to-Lead assignment rules fire before flows. Either exclude the address there or let the flow reassign afterwards - both work, doing neither does not.
monday CRM
Automations on the Leads board: When an item is created and email contains checks.senriko.com, move it to a Monitoring group and set a status.
Board automations do not run on items created by an integration by default - check the integration's own settings if leads arrive that way.
Zendesk Sell
Settings > Automations, or a Smart List filtered on Email contains checks.senriko.com with a tag applied on entry.
Smart Lists filter what you see and change nothing about routing. Pair the list with an automation, or the lead is still assigned and still notified.
Freshsales
Admin Settings > Workflows on Contact created, condition Email contains checks.senriko.com, actions Add tag and Update lifecycle stage.
Workflows evaluate after lead scoring, so the record may already have been scored and surfaced before it is tagged. Score exclusion is a separate rule.
Dynamics 365 Sales
Power Automate, When a row is added to Leads, condition on emailaddress1, then update ownerid and statuscode.
Business process flows can override a status set by a flow. If the stage bounces back, set it through the process step rather than the field.
A spreadsheet or an inbox
If leads land in a mailbox or a sheet rather than a CRM: a mail filter on the sender domain checks.senriko.com, or a formula that flags rows whose message begins with [SENRIKO TEST.
Filter to a folder rather than to the bin. If you can never find a check again, you cannot use it as evidence when something breaks.
Your own backend
If the form posts to code you control, you do not need a CRM rule at all: read our header and answer normally without storing anything.
That is the strongest option available, and it also lifts the once-a-day ceiling on form checks. The header page has the four lines it takes.
If your CRM is not here. The pattern is the same everywhere: a rule on incoming records, matching the sender's domain, that tags the record, moves it out of the working queue, leaves it unassigned and suppresses automations. Any CRM that can route by lead source can do this.
Have your CRM confirm each one
The same rule can prove the lead arrived. In SENRIKO, open the form check and get its receipt address. Then add one more action to the rule: send an email to that address, or call its link. A receipt within an hour of a check proves the enquiry reached your CRM, and if receipts stop, SENRIKO notes it in Findings.
- Email: any action that sends a message to an address you type in works, including a notification to a user whose email is the receipt address.
- Webhook: the link takes GET or POST, and we read nothing in the request. In amoCRM it is the webhook action of the Digital Pipeline, on the Advanced plan and above; in Bitrix24, the outgoing webhook automation rule. HubSpot (Data Hub Professional), Pipedrive (Growth and above) and Zoho CRM (Standard and above) have webhook actions in their automations too.
- If your plan can send neither, a free Make scenario can: watch new leads in your CRM, keep only those from checks.senriko.com, and call the link.
Keep the condition on the rule: send the receipt only for our test enquiries. We keep nothing from a receipt, but a rule that fires on every lead would send us your customers' details.
- The check sent a test enquiry
- Your CRM’s rule moved it to the test pipeline and sent a receipt to
crm-…@checks.senriko.com - SENRIKO: the CRM step is proved
- You own the form’s code
Keep the enquiry out of the CRM entirely
Read our header and answer as usual, storing nothing. The most reliable way of all, and it lifts the once-a-day limit.
The developer’s guide - Analytics
Keep our visits out of your reports
Our enquiries also arrive as GA4 sessions. How to exclude them without breaking the tracking check.
Analytics filters