Voila Desktop User Guide

Learn how to install, configure, and operate Voila Desktop with step-by-step instructions, folder structure explanations, and practical usage tips. Whether you're a new user or managing a warehouse with frequent dispatches, this guide ensures you get the most out of Voila’s streamlined labelling solution.

Last updated 4 months ago

Voila Desktop is a lightweight background application that you can download from our Voila App Store designed to automate the conversion of CSV files into shipping labels using the Voila Smart Shipping API. Once installed, it continuously monitors a designated folder and processes incoming CSV files automatically.

The application runs quietly in the system tray. When minimised, you can access it by clicking the Voila Desktop icon in the Windows notification area. To exit the application, right-click the tray icon and select Close - note that this will disable CSV processing.

Requirements

To use Voila Desktop, you will need:

  • An active Voila account

  • An API user account

  • Access to Smart Shipping

How It Works

  1. Voila Desktop monitors the folder:
    Documents\Voila Desktop

  2. When a CSV file is placed into this folder, the application:

    • Reads and parses the file

    • Sends the order data to the Voila API

    • Generates the corresponding carrier labels

    • Prints the labels using the selected printer

Folder Structure

All folders used by Voila Desktop are located in:

Documents\Voila Desktop

Folder Name

Purpose

Failed CSV

Stores CSV files that could not be parsed

Help

Contains this help documentation

Logs

Daily logs detailing processing activity

Parsed CSV

Stores successfully processed CSV files

Records

Stores a complete record of processed order items

Samples

Contains example CSV files for testing purposes

User Interface

Voila Desktop features a streamlined interface that requires minimal setup. Most functionality is automated and controlled via the CSV file content.

Configuration Options

Setting

Description

API User

Your API username

API Token

The token associated with your API user account

CSV Folder

Path to the monitored folder (fixed to Documents\Voila Desktop)

Printer

The printer used for label output

Orientation

Orientation of the printed label

Label Size

Size of the printed label

View

View API submission records or today's processing log

Buttons and Functions

Button

Function

Test

Validates your API user credentials against the Voila API

Hide

Shows or hides the API token in the interface

Open

Opens the monitored folder in File Explorer

Account

Opens your Voila account in the default web browser

Help

Opens this help documentation in your browser

Hide

Minimises the interface to the Windows notification area

How to Convert CSV Files into Labels

  1. Prepare your order data in a CSV file using the supported format (see Samples folder for examples).

  2. Save or drag the file into:

    Documents\Voila Desktop

  3. The application will automatically detect the new file, parse the contents, and begin generating carrier labels.

  4. Labels are printed via your selected printer. Processing logs are recorded in the Logs folder.

Support

For further help, refer to the Help folder or open the documentation via the Help button in the interface. For account or API-related issues, please contact Voila support through your web portal and create a Support Ticket for assistance.