IRIS has various automated emails that get sent to users to notify them of changes to their account or referral activity in their organization. In this document, we will cover the various system-generated emails and provide additional context for them.

*Please note that the screenshots of IRIS system emails that are used in this article are in from various email clients, so the appearance will vary based on the email client they were opened with.  


New User Invitation Email

When a new user is added to the IRIS system, they will automatically be sent an invitation email. The email will have a link that they will need to click, which will take them to the activation page for IRIS. See image below:


  • The Accept Invitation button takes the user to the activation page for IRIS so that they can complete their account activation and set up a password for their account.
  • The irisadmin@ku.edu email address link will allow the user to contact the IRIS help desk.
  • The IRIS New User Training link takes the user to the IRIS New User Training video.



Confidentiality and Data Security Agreement

While not an email that is sent to users, the Confidential and Data Security Agreement is generated after the user accepts their invitation and creates their password. This must be reviewed and agreed before a user can access IRIS. 



Password Reset Email

If an IRIS user forgets their password, or is having trouble logging into their account, they may wish to reset their password. They will do this by clicking the “Forgot your password?” link on the sign in page of IRIS or by following the password reset link provided by IRIS Support.

 After clicking the link, the user will be asked to enter the email address that is affiliated with their account and the system will automatically send the user a password reset email. 


Clicking the Change my password link in the email will take the user to the password reset page in IRIS that will allow the user to create a new password for their account. 



Responsible Data Use Agreement Email

When a new organization is onboarded to IRIS, someone must be assigned as the Responsible Data Use Agreement contact. This agreement explains the nature of sensitive, HIPAA-protected data on the site. The Responsible Data User Agreement contact oversees signing the agreement and ensuring that users within their organization adhere to best practices of keeping their client data secure.  

  • The irisadmin@ku.edu email link will open an email client so that they user can email the IRIS Help Desk with questions.
  • The Review Data Agreement button will take the user to the agreement, where they can agree to it and sign it.



New Referral Email

When an organization receives a referral, all users that have the “my organization receives a new referral” option checked in their email preferences will receive an automated email notification. The purpose of this email is to alert users that a new referral is ready for them to view.

  • The Review Referral button will take the user to the referral in IRIS for them to review.
  • The irisadmin@ku.edu email address link will allow the user to contact the IRIS help desk.
  • The Manage your email preferences link will take the user to their IRIS profile where they may update their email preferences. 



Rejected Referral email

If a referral is rejected by the receiving organization, users that have the “a referral sent by my organization is rejected” email preference selected on their account will receive an automated email alert.


  • The Review Referral button takes the user to the specific referral in IRIS for them to review. 
  • The irisadmin@ku.edu link at the bottom of the page allows the user to contact the IRIS help desk. 



Accepted Referral Email

When the receiving organization accepts a new referral, any user at the sending organization that has the “a referral sent by my organization is accepted” selected on their email preferences will receive an email alert.


  • The Review Referral button takes the user to the specific referral in IRIS.
  • The irisadmin@ku.edu email link allows the user to contact the IRIS help desk.
  • The Manage your email preferences link takes the user to their profile in IRIS where they may update their email preferences. 



Completed Referral Emails

When a referral is completed by the receiving organization, a user at the sending organization will receive an email alert if they have the “a referral sent by my organization is completed” email preference selected on their profile.



  • The Review Referral button takes the user to the specific referral in IRIS to review. 
  • The irisadmin@ku.edu link at the bottom allows the user to contact the IRIS help desk.



Referral New Comment Email

When a referral is sent with IRIS, the receiving party can review the referral and if necessary, they can post a comment on the referral. This comment can be used as a means of communication between the sending and receiving organizations. If the user from the sending organization has the “a new comment is made on a referral I sent” on their account email preferences, they will automatically receive an email to alert them of the new comment. 


  • The Review Referral button is a link to take the user to the referral in IRIS.
  • The email preferences on your IRIS profile link will take the user to their profile page in IRIS, where they may update their email preferences if they wish.
  • The Updating My Profile link opens a help article on how to update a profile in IRIS.
  • The user may click the irisadmin@ku.edu link to email the IRIS help desk if they have questions.
  • The Manage your email preferences link will take the user to their profile page where they may update their email preferences, if they wish. 



Follow Up Comment Email

If a referral that has been commented on previously gets a new comment, anyone within the organization that has the “a new comment is made on a referral I have commented on previously” selected on their email preferences under their profile will get an email. The purpose of this email is to alert the user of a new comment that they may need to review. This process sends the same email that is sent when the original comment is made.


  • The Review Referral button is a link to take the user to the referral in IRIS.
  • The email preferences on your IRIS profile link will take the user to their profile page in IRIS, where they may update their email preferences if they wish.
  • The Updating My Profile link opens a help article on how to update a profile in IRIS.
  • The user may click the irisadmin@ku.edu link to email the IRIS help desk if they have questions. 
  • The Manage your email preferences link will take the user to their profile page where they may update their email preferences, if they wish.



Organization is Suspended Email

If the IRIS account of the last active user for an organization becomes deactivated, the organization will then be suspended. This prevents referrals from being sent by or received from the suspended organization where no one may be able to receive them. When the organization becomes suspended, the Primary Contact and the System Managers of the organization receive an email alert to let them know. 





Need help? IRIS Support | Last updated: May 22, 2025