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Who this page is for

This page serves two audiences:
  • Internal admins sharing the link with external partners. Read this end to end so you understand what your partners will experience and what edge cases to watch for.
  • External submitters who have received the link. Focus on the submission flow and what happens after they submit. See My Submissions for how to track your promotions. See Helping Adclear learn for how your responses to AI comments shape future reviews.

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What it’s for

The external form is a simple web page used by agencies, affiliates, influencers, or anyone else outside your organisation to submit promotional content into Adclear for review. Submitters don’t need an Adclear account to use the form. Their first submission adds them to your organisation as an external member, and they can sign in afterwards to track their promotions. They never gain access to your organisation’s workspace beyond their own submitted promotions.
This upload workflow is separate from External reviewer access. External reviewers sign in to review promotions your team assigned to them.
This is the same feature referenced as the External Submission Form in the Features Guide.

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Choosing the right route for a partner

Adclear has four ways to bring a partner into your workflow. Pick the one that matches how they will work with you, then set it up in the linked page. Routes that use the same role can be combined. An affiliate with external affiliate access can also submit through the submission form and follow those submissions in My Submissions. Each person holds one role in your organisation, though, so the same person cannot be both an External Uploader and an External Reviewer.
Partners are always set up inside your existing organisation. Adclear does not create a separate organisation for them.

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Inviting a partner to sign in

The submission form itself needs no account. When a partner needs to sign in, invite them to your organisation with one of two roles:
  • External Uploader for a partner who submits and tracks their own promotions.
  • External Reviewer for a partner who reviews promotions assigned to them.
External members can also belong to teams used in review flows. See How roles work for the role definitions and Multi-level approval for how external members fit into team and reviewer stages. Your team copies a submission link from your settings page (in the External section) and shares it with the right third parties.
The link determines which organisation and workspace the submission lands in. If the link doesn’t specify a workspace, it goes to the default workspace for that organisation.
The submission link is public. Anyone who has it can submit through it without signing in, so share it only with the partners you intend. Having the link gives no access beyond submitting a promotion.

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The submission flow

1

Team shares an external form link from settings

The internal admin copies the submission link from the settings page and sends it to the external partner.
2

Third party fills out the form and adds content

The submitter opens the link and fills in the form with the required details. They add their creative content (an image, a PDF, pasted text, or a website URL).
3

They agree to terms and submit

They agree to the terms and conditions and submit.
4

If first-time external user and your organisation has two or more workspaces

If your organisation has two or more workspaces and this is a first-time external submitter, your organisation or workspace admin will receive a notification email asking them to grant access to the external user. The admin clicks the email link to approve access before the external user can see their submission.
5

Invitation email sent to first-time submitters

The first time a submission adds someone to your organisation, Adclear sends them a separate email titled “You’ve been invited to {organisation} on Adclear”. It explains that they can sign in to track their promotions and respond to feedback from your compliance team, and includes a Sign in to Adclear button. Adclear sends this email even if that first submission then fails validation. If the email fails to send, Adclear retries it on their next submission.
6

Confirmation email sent to uploader

The external user receives an email confirming their submission was received.
7

Reviewer is notified and reviews

The reviewer is notified, the submission appears in their tasks, and they review it through the standard workflow.
8

External user notified of decision

Once reviewed, the external user receives a notification email with a link to the review on the promotion page. They can add a new version if changes are required, and the flow continues as usual.
If your organisation has jurisdiction autoapply enabled and your admin has configured a preset for the submission’s jurisdiction, that preset is applied automatically before the submission reaches review. See Jurisdiction autoapply for more detail.

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What the person filling it in does

They fill in the form with the required details, then add their creative content in one of three ways.

Upload a file

An image, PDF, or other supported format uploaded directly from their device.

Paste text

Copy-paste the ad copy or content body directly into the form.

Paste a URL

Adclear visits the page and captures what’s on it as the asset.
External submitters submit one promotion at a time. They don’t have access to the full range of upload types described in Upload Types.

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What happens after they submit

The external user has access only to their own uploaded promotions on your Adclear site, and nothing else. They cannot see internal promotions, policies, settings, or other team members’ content.

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Signing in after submitting

Submitters sign in with the email address they used on the form, using the Sign in to Adclear button in their invitation email.
  • Submitters without an Adclear password receive a one-time code by email each time they sign in. No password is needed.
  • Submitters who already had an Adclear account with a password can sign in with that password.
External users also get a My Submissions page listing every promotion they have submitted, with status, deadline, and search and filter controls. Once their submission has gone through review:
  • They receive an email notification with a link to the review.
  • They can open the promotion and see the reviewer’s decision. Unless your organisation hides comments from external uploaders, they can also read the comments and any requested changes. If comments are hidden, share the requested changes with them another way. Hiding comments is an optional setting in the External section of your settings. Speak to your Adclear contact to have it enabled for your organisation. For what “comments” covers here, see Which comments you can see.
  • They can upload a new version if changes have been requested. Subsequent versions follow the same flow.

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Workspace lockdown

Workspace lockdown applies once your organisation has two or more workspaces. It adds an admin-approval step before any new external user can see their submitted promotions. When your organisation has two or more workspaces, the first time an external user submits a promotion:
  • The submission goes through normally and the reviewer can review it as usual.
  • The organisation or workspace admin receives an email notification asking them to grant the external user access to the workspace.
  • The admin clicks Grant Workspace Access in the email to approve.
  • The external user can then access their own submitted promotion in Adclear.
Until access is granted, the external user cannot see their submission, even if it has been reviewed. Reviewers can still complete their review in the meantime. If your organisation has only one workspace, this admin-approval step does not apply and external users can see their own submitted promotions immediately.
If someone who works inside your organisation uses the external link by mistake, they may end up restricted to the external view and miss their normal tools and visibility. In that case your admins usually need to adjust their role so they behave as a proper internal user again.

Feature catalog

Every Adclear feature, including the external submission form.

How roles work

Permissions and role definitions, including the External Uploader role.

My Submissions

How external partners track their submitted promotions after the initial submission.

Helping Adclear learn

How comments and decisions calibrate the AI agents over time.

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Still need help?

Contact support at support@adclear.ai.