> ## Documentation Index
> Fetch the complete documentation index at: https://docs.adclear.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# External submission form

> How agencies, affiliates, and influencers submit promotional content to Adclear for review.

## 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. If your organisation has the My Submissions hub enabled, see [My Submissions](/my-submissions) for how to track your promotions. See [Helping Adclear learn](/how-you-help-adclear-learn) for how your responses to AI comments shape future reviews.

## 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, and they never gain access to your organisation's workspace beyond their own submitted promotions.

This is the same feature referenced as the External Submission Form in the Features Guide.

## How someone gets the link

Your team copies a submission link from your settings page (in the External section) and shares it with the right third parties.

<Info>
  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.
</Info>

## The submission flow

<Steps>
  <Step title="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.
  </Step>

  <Step title="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).
  </Step>

  <Step title="They agree to terms and submit">
    They agree to the terms and conditions and submit.
  </Step>

  <Step title="If first-time external user and workspace lockdown is enabled">
    If your workspace has lockdown enabled 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.
  </Step>

  <Step title="Confirmation email sent to uploader">
    The external user receives an email confirming their submission was received.
  </Step>

  <Step title="Reviewer is notified and reviews">
    The reviewer is notified, the submission appears in their tasks, and they review it through the standard workflow.
  </Step>

  <Step title="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.
  </Step>
</Steps>

<Note>
  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](/multi-level-approval#jurisdiction-autoapply) for more detail.
</Note>

## 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.

<CardGroup cols={3}>
  <Card title="Upload a file" icon="file-arrow-up">
    An image, PDF, or other supported format uploaded directly from their device.
  </Card>

  <Card title="Paste text" icon="align-left">
    Copy-paste the ad copy or content body directly into the form.
  </Card>

  <Card title="Paste a URL" icon="link">
    Adclear visits the page and captures what's on it as the asset.
  </Card>
</CardGroup>

<Note>
  External submitters submit one promotion at a time. They don't have access to the full range of upload types described in Upload Types.
</Note>

## 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.

If your organisation has the [My Submissions](/my-submissions) add-on enabled, external users also see a dedicated list page showing all their submitted promotions 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, comments, and any requested changes.
* They can upload a new version if changes have been requested. Subsequent versions follow the same flow.

## Workspace lockdown

Workspace lockdown is a configurable setting that adds an admin-approval step before any new external user can see their submitted promotions.

When workspace lockdown is enabled, 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 workspace lockdown is not enabled, this admin-approval step does not apply and external users can see their own submitted promotions immediately.

## Edge case: An internal user uses the external link

<Warning>
  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.
</Warning>

## Related pages

<CardGroup cols={2}>
  <Card title="Feature catalog" icon="sparkles" href="/feature-catalog">
    Every Adclear feature, including the external submission form.
  </Card>

  <Card title="How roles work" icon="users" href="/how-roles-work">
    Permissions and role definitions, including the external uploader role.
  </Card>

  <Card title="My Submissions" icon="layers" href="/my-submissions">
    How external partners track their submitted promotions after the initial submission.
  </Card>

  <Card title="Helping Adclear learn" icon="brain" href="/how-you-help-adclear-learn">
    How comments and decisions calibrate the AI agents over time.
  </Card>
</CardGroup>

## Still need help?

Contact support at [support@adclear.ai](mailto:support@adclear.ai).