If you need to send a message to people with a specific role in BUworks/SAP, you can do that using email addresses that are output from SAP. This might include, for example, a message to all “Shoppers and Approvers” or all “Timekeepers.” Typically, if you are in this situation, you have a contact on the BUworks team who can help you generate that list, with the assistance of the SAP Security Team. Alternatively, you can submit a ticket to ithelp@bu.edu and the IT Help Center will request the list from the SAP Security Team for you.

Either way, once the list is available, the IT Help Center can import it into the Broadcast Message system and use it to send out your message.

Note: Messages to “The Payroll List” (or similar) are actually going to all faculty and staff, in which case you should, instead, follow the process for University Target Constituency Groups.

The Process

  1. Write and format your message. A basic BU template is available to you through use of the system and you can write to specmail@bu.edu if you would like a copy of it. However, most likely you will want to work with a template you already have, or develop one.
  2. Typically, output from SAP comes in an Excel spreadsheet and that’s all that will be needed. Obviously, when supplying the list, you’ll want to be sure that it’s current. If more than a week or two has passed since you last obtained the same list from BUworks, it’s recommended that you request a new one.
  3. Authorization to send the message must be secured in advance. If you are authorized to send the message to the target population, that’s fine and you will simply be asked to state that in a message. However, if a higher level of authorization is required (e.g. your Director or Department Chair) you’ll want to supply that. (It might be helpful to refer to the Target Constituencies policy page for information on wider target populations and those required approval sources. However, those authorization requirements probably don’t apply to your situation.)
  4. Next, follow the steps outlined on The Sending Process page.