DESC:FIELD OF THE INVENTION
The present invention relates to project management systems and more particularly relates to a project document management system enabled with real time collaboration and unified tracking.

BACKGROUND OF THE INVENTION
Effective project management is a critical requirement for ensuring the timely and successful execution of projects, particularly in sectors such as Architecture, Engineering, and Construction (AEC). Project execution typically involves complex interdependencies between tasks, numerous stakeholders, and extended timelines, all of which must be effectively coordinated to achieve desired outcomes.
Traditional project management methodologies focus on planning, coordination, and control of tasks, with an emphasis on delivery within budget, on schedule, and in accordance with established quality standards. However, these conventional approaches often fall short in addressing the challenges associated with real-time collaboration, communication, and data management across distributed teams and systems.
Projects generally comprise multiple tasks that require collaboration between owners, architects, contractors, consultants, suppliers, and regulatory bodies. Any breakdown in communication among these stakeholders may result in critical delays, misinterpretations, or errors, negatively impacting project timelines and quality. Further, as projects span weeks, months, or even years, there exists inherent uncertainty due to the dynamic nature of construction activities, human involvement, and resource dependencies. Although risk analysis and other predictive techniques have been introduced to address these uncertainties, they are limited in scope and lack comprehensive integration with project execution workflows.
Conventional project management systems are also often fragmented in their implementation. Existing tools include spreadsheets, document repositories, project scheduling software, and cloud-based task managers. While useful in isolation, these tools typically do not provide an integrated environment that enables seamless communication, contextual data storage, real-time updates, or role-based access control. Moreover, they lack the adaptability needed for large-scale, multi-vendor construction projects, which demand uniformity, data traceability, and accountability.
Some systems attempt to mitigate risks by estimating task durations or analyzing resource bottlenecks. For instance, U.S. Patent No. 6,038,547 to Casto teaches a system for tracking job completion and subcontractor payments based on percentage completion. However, such systems fail to address broader aspects of project execution, including the standardized generation, management, and secure storage of technical documentation and communications. Additionally, many current systems do not support real-time communication or centralized knowledge repositories, resulting in fragmented data and decision-making inefficiencies.
In the AEC industry specifically, project success is heavily reliant on the coordinated efforts of multiple vendors and project proponents, each operating with varied standards and methods. This often leads to inconsistencies in document storage, task assignment, and project reporting. Moreover, existing systems provide minimal guidance or standardization for organizing digital project assets such as drawings, contracts, and correspondence, leading to loss of productivity and increased risk of miscommunication.
Accordingly, there is a need for an effective project document management system enabled with real time collaboration and unified tracking that facilitates real-time project tracking, minimizes errors, and ensures secure global data storage. Further, there is a need for an effective project document management system that ensures transparency, streamline communication, enforce standardized data structures, and provide project-level organization that supports collaboration without requiring extensive human training.

SUMMARY OF THE INVENTION
In one aspect, the present invention discloses a project document management system enabled with real time collaboration and unified tracking. The system of the present invention includes a server, a plurality of primary user devices, a plurality of secondary user devices, a communication network and a database. The server includes a processing unit configured on a controller; the server is connected via one or more communication networks to the plurality of primary user devices and secondary user devices. The primary and secondary user devices, each includes a client component having a graphical user interface to facilitate simultaneous collaboration across multiple platforms. The server includes a project management unit, a data management unit and a user interface unit.
The project management unit is configured to automatically generate a predefined hierarchical folder structure for each project instance, wherein arbitrary folder creation is restricted to ensure uniformity, traceability, and reduced data fragmentation. The project management unit is further configured for real-time task tracking by directly linking communication updates to corresponding project milestones.
The data management unit is configured to support dynamic file sharing and uploading, enabling documents to be associated with relevant project phases. The user interface unit is configured to manage real-time communication with the user devices. The interface is accessible via web-based platforms and native mobile applications.
The project management unit includes a project manager module configured to generate and maintain an access-controlled, hierarchical, multi-layered folder structure utilizing primary stage codes (PSC), category codes (CC), sub-category codes (SCC), and detailed item codes (DIC) for systematic project data organization and traceability across all project phases.
The project management unit includes a file manager module including Doculink feature, configured to embed document references into messages through “#” mentions and direct linking within integrated chat interfaces, while maintaining version control.
The file manager module is configured to tag documents with project-specific metadata and cooperate with the access control module to validate user permissions before allowing access to any Doculink-referenced document.
The project management unit includes a communication module configured to enable contextual messaging through integrated chat interfaces, including one-to-one and group communications. The folder structure generated by the project management unit employs intelligent keyword detection to alert users when files are uploaded to incorrect locations.
The project management unit includes a recommendation module configured to apply AI-based logic to suggest folder activation, prompt regulatory compliance tasks, and notify users of milestone-based actions, wherein such recommendations are dynamically generated based on project context and workflow history.
The project management unit includes a databank module configured to serve as a centralized repository for all documents, communications, and project records, and to support end-of-project archival through generation of a project pack for offline or off-cloud storage.
The project management unit is configured to support digitally signed approvals, enabling authorized internal or external users to review and sign documents with legally binding digital signatures, the signed documents being stored and made available in real time to relevant project participants.
The user interface unit includes an integrated document viewer configured for real-time file preview and interaction without requiring local download.
The server implements multi-level, real-time security protocols including role-based access control (RBAC) for managing user permissions across folders, modules, and documents, and encryption techniques for safeguarding data without affecting system usability.
The client component performs offline data entry on the user and automatically synchronizes with the server when network connectivity is restored.
In another aspect, the present invention discloses a method for managing projects with real-time collaboration and unified tracking, the method performed by the project document management system enabled with real time collaboration and unified tracking.
The said method includes the steps of: authenticating user credentials received from a user device; receiving project creation details from an authenticated user; processing payment based on a selected subscription plan; initiating a project instance within the system, including automatically generating a pre-defined, hierarchical folder structure for the project, wherein said folder structure is based on standardized naming conventions and access protocols derived from extensive industry experience across multiple large-scale projects, and wherein said folder structure disallows arbitrary folder creation to ensure uniformity and reduce fragmentation; assigning project access permissions to the authenticated user based on their role; providing dedicated, isolated storage and a database instance for said project, ensuring 100% security against cross-project data access or leakage; facilitating real-time collaboration among multiple users on documents, designs, or plans from any device by synchronizing changes in real-time and linking updates from communication channels directly to project milestones; and enabling contextual messaging, including supporting document references using "#" mentions and direct linking of documents instead of traditional attachments.

BRIEF DESCRIPTION OF THE DRAWINGS
The objectives and advantages of the present invention will become apparent from the following description read in accordance with the accompanying drawings wherein,
FIG. 1 shows a schematic of a project document management system enabled with real time collaboration and unified tracking in accordance with the preferred embodiment of the present invention;
FIG. 2 shows a schematic of components of a server of the project document management system enabled with real time collaboration and unified tracking of FIG. 1;
FIG. 3 shows a schematic of modules of the server the project document management system enabled with real time collaboration and unified tracking of FIG. 1.
FIG. 4 shows a schematic of a client component of the project document management system enabled with real time collaboration and unified tracking of FIG. 1; and
FIG. 5 shows various steps involved in operation of the project document management system enabled with real time collaboration and unified tracking of FIG. 1.

DETAILED DESCRIPTION OF THE DRAWINGS
The invention herein is described using specific exemplary details for better understanding. However, the invention disclosed can be worked on by a person skilled in the art without the use of these specific details.
References in the specification to "one embodiment" or "an embodiment" means that particular feature, structure, characteristic, or function described in connection with the embodiment is included in at least one embodiment of the invention. The appearances of the phrase “in one embodiment” in various places in the specifications are not necessarily all referring to the same embodiment.
References in the specification to “preferred embodiment” means that a particular feature, structure, characteristic, or function described in detail thereby omitting known constructions and functions for clear description of the present invention.
The present invention is illustrated with reference to the accompanying drawings, throughout which reference numbers indicate corresponding parts in the various figures.
In a general aspect, the present invention discloses a project document management system enabled with real time collaboration and unified tracking that facilitates real-time project tracking, minimizes errors, and ensures secure global data storage. The system of the present invention discloses real-time tracking of project tasks, linking updates from communication channels directly to project milestones, that enhances visibility and streamlines task monitoring. The system of the present invention provides real-time collaboration across multiple platforms, enabling users to work simultaneously on documents, designs, or plans from any device. The changes made are synchronized in real-time, ensuring all team members are on the same page without version control issues.
Referring to FIG.1, a project document management system enabled with real time collaboration and unified tracking 100 (hereinafter referred to as “system 100”) in accordance with the present invention is disclosed. The system (100) includes a server (105), a plurality of primary user devices (110), a plurality of secondary user devices (115), a communication network (120) and a database (125).
The server (105) serves as the central processing unit of the system (100) and is configured to interface with the primary and secondary user devices (110, 115) over one or more communication networks (120). The server (105) includes one or more high-performance processors, volatile and non-volatile memory, and high-capacity storage modules such as RAM, ROM, and hard disk drives. The server (105) may further comprise redundant networking components to ensure high availability and low-latency communication with user devices.
The primary user devices (110) and secondary user devices (115) are configured to communicate with the server (105) and are equipped with a client component (100) of the system (100), as further described with reference to FIG. 4. These devices may include, but are not limited to, personal computers (PCs), laptops, tablet computers, smartphones, personal digital assistants (PDAs), or other Internet-enabled computing devices. In exemplary embodiments, the primary and secondary devices (110, 115) may be respectively denoted as 110-1, 110-2, ... 110-n and 115-1, 115-2, ... 115-n, and are collectively referred to herein as primary user devices (110) and secondary user devices (115).
The primary user devices (110) are typically operated by system-level users, such as project administrators, system managers, or host organization representatives who are responsible for configuring, monitoring, and overseeing the operation of the system (100). The secondary user devices (115) are operated by project-level participants such as site managers, project coordinators, engineers, contractors, consultants, or other execution-level personnel who interact with the system (100) during the day-to-day implementation of project activities.
The database (125) is connected to the server (105) and is configured to store, retrieve, and manage all data generated or used by the system (100), including user profiles, project documents, communication logs, approvals, version histories, system alerts, and AI (Artificial Intelligence)-generated insights. In certain embodiments, the database (125) is designed to synchronize in real-time with the data inputs from both server-side processing modules and client-side user actions. The data may be automatically versioned, backed up, and stored in a structured format for regulatory compliance, auditability, and long-term archival.
The server (105) implements a plurality of backend modules (as described in detail with respect to FIG. 3) responsible for user authentication, subscription management, document processing, access control, AI recommendations, group collaboration, and data governance. These server-side modules interact with the client components deployed on user devices (110, 115), as further illustrated in FIG. 4, to enable a seamless, secure, and synchronized multi-user experience across all phases of a project.
The communication network 120 is the internet or some other wired and/or wireless data network, including, but not limited to, any suitable wide area network or local area network. The server 105 is preferably configured on a high-end computer with a large storage capacity such as high-capacity hard disks, RAM, ROM, etc., one or more fast processors, and one or more high speed network connections.
In preferred embodiment of the present invention, operation of the system 100 is described with respect to its application in construction industry. However, it is to be noted that the system 100 may be used for other applications such as enterprise management systems, human resource management systems, supply management systems, etc. The primary and secondary user devices 110, 115 are operated by two types of users namely primary users, and secondary users. The primary users manage and operate the system 100, for example, administrators, system managers, etc. The secondary users are the people involved in the execution of the project, for example, project manager, site manager, site supervisor, etc.
Referring now to FIG. 2, a schematic representation of the server (105) of the system (100) is described. The server (105) includes a processing unit (205) including a controller (235), which is configured to execute one or more stored instructions for managing project-related operations. The controller (235) incorporates several functional modules, specifically a user interface unit (240), a project management unit (245), and a data management unit (250), each adapted to perform distinct tasks within the system.
The controller (235) is further equipped with a machine learning (ML) model, which processes input data received from primary users to generate detailed requirement descriptions. This ML model is trained on a dataset comprising prior requirement descriptions, enabling it to autonomously generate a coherent and contextually relevant folder structure upon the creation of a new project. The automatically generated folder structure encompasses all essential project parameters, including but not limited to design documents, legal contracts, and other critical files, thereby streamlining project initialization and reducing setup time.
To ensure the integrity and confidentiality of project data, the controller (235) implements multi-level, real-time security protocols tailored to the specific needs of each project. These security features include role-based access control mechanisms and advanced encryption techniques, which together safeguard data without adversely affecting system usability.
The user interface unit (240) manages communication with the plurality of primary and secondary user devices (110, 115), receiving inputs and transmitting outputs in real time. The project management unit (245) oversees the creation and execution of project tasks, incorporating real-time tracking capabilities that link updates from communication channels directly to project milestones. This integration enhances task visibility and facilitates efficient project monitoring.
The data management unit (250) supports dynamic and seamless file sharing and uploading, allowing users to easily associate documents with relevant project phases. This feature eliminates bottlenecks in collaborative file management and improves overall data accessibility.
The server (105) additionally includes an input/output (I/O) interface (220) for communication with external devices, which is coupled to one or more I/O devices (225). Communication with other networked devices is enabled through one or more network interfaces (230), such as network interface controllers (NICs) or other transceiver hardware, configured to transmit and receive data over the communication network (120).
Internal data exchange within the server (105) is facilitated by one or more buses or other communication hardware and software components, ensuring efficient data flow between the various modules and components.
A memory (210) is included within the server (105) for storing computer-readable instructions, data structures, program modules, and other necessary data to support the operation of the project document management system. Additionally, a data repository (215) is provided to store user profiles, project-related data, and other information essential to the system’s functioning. The data repository (215) offers dedicated, global storage for each individual project, organizing all associated resources, documents, and data in a structured and accessible manner to eliminate confusion and improve data management efficiency.
Now referring to FIG. 3, a schematic of a server (105) forming a core component of the system (100) is now discussed. The server (105) includes a controller (235), which is communicatively coupled to a user interface unit (240), a project management unit (245), and a data management unit (250). These components collectively enable centralized coordination and execution of project-related operations.
The user interface unit (240) is configured to facilitate interaction between end users and the system (100) via user devices (110). This unit (240) manages the reception of user inputs and the delivery of system-generated outputs, and it presents a responsive interface accessible through both web-based platforms and native mobile applications (Android and iOS). The interface unit (240) further includes an integrated document viewer for real-time file preview and interaction without requiring local download. The user interface unit (240) is also configured with features such as a project activity tracker tab, a project directory tab, and access to pre-defined project templates, enabling intuitive navigation and efficient workflow initiation.
The project management unit (245) is responsible for processing user requests, handling business logic, managing project workflows, and generating output data. This project management unit (245) includes a plurality of sub-modules, including, but not limited to, a registration module (305), subscription module (310), project manager module (315), folder manager module (320), file manager module (325), communication module (330), access control module (335), recommendation module (340), group management module (345), and databank module (350).
The registration module (305) enables user onboarding, authentication, and role assignment, while the subscription module (310) governs billing and access provisioning, including a project-specific, monthly subscription model. The system supports multiple pricing tiers, including reduced rates for low-activity projects, and permits unlimited user access per project instance.
The project manager module (315) facilitates the creation of project instances, each of which is assigned a unique project code. The project manager module (315)) also manages associated metadata, project configuration, and document mapping. The folder manager module (320) is configured to create and maintain a predefined, hierarchical folder structure, which may include subfolders at multiple levels.
In accordance with the preferred embodiment of the present invention, a project manager module (315) functions as the central system for generating and maintaining a hierarchical folder structure, ensuring systematic data organization and traceability. This project manager module (315) initiates primary stage code (PSC) folders: A00 pre-construction stage-1 for legal, survey, and governmental rule data; B00 development stage-2 for project feasibility, technical due diligence, and design development from various consultants; C00 marketing stage-3 for market research, advertisement, sales brochure, and social media data; D00 sales and leasing stage-4 for CRM, investor, sales agreements, and channel partner data; E00 financials stage-5 for comprehensive expense and income tracking, including construction costs, marketing costs, loans, compliances, and investments; F00 statutory compliance stage-6 for statutory compliance data from various government departments; and G00 photos and videos stage-7 for photographic information and videos.
The project manager module (315) subsequently populates each PSC with category code (CC) sub-folders. Examples include A01 (Legal), A02 (Prior Approvals), A03 (Applicable Rules) within A00; B01 (Land related), B05 (Design & Engineering), B08 (Construction) within B00; C01 (Market Research), C04 (Data) within C00; D01 (Sales Data), D02 (Investor) within D00; E01 (Expenses), E02 (Income) within E00; F01 (Land related), F02 (Approvals) within F00; and G01 (Photos) within G00.
Further refinement occurs as the Project Manager Module (315) generates sub-category code (SCC) folders. Within B01, it creates B11 (Survey), B12 (Tests & Studies), and B13 (Legal). For B05, it defines B51 (Architect), B54 (Structural Engineering), and B55 (MEP). Similarly, under C04, it includes C41 (Brochure) and C43 (Social Media). Under E01, E11 (Land Acquisition) and E12 (Pre-Construction) are generated. F01 contains F11 (Ownership documents).
For granular data, the project manager module (315) also establishes detailed item code (DIC) folders, such as E121 (Marketing) and E122 (Approvals) under E12 (Pre-Construction).
This systematic, multi-layered structure, enforced by the project manager module (315), restricts arbitrary folder creation, ensuring data uniformity, minimizing fragmentation, and simplifying identification and traceability across all project phases. Modification, addition, or removal of these codes and their associated folder structures are strictly controlled, with rights exclusively granted to administrators under special authorization.
The file manager module (325) governs the secure storage, version control, and retrieval of documents. Each project has a dedicated, isolated storage environment and database instance, providing 100% security against cross-project data access or leakage. Files are tagged with project-specific metadata and are accessible to authorized users in real-time.
The file manager module (325) implements doculink, feature that significantly enhances how documents are referenced and shared within its integrated chat interfaces. Instead of relying on traditional attachments, doculink enables users to embed document references directly into messages using "#" mentions and direct linking. The file manager module (325) implements robust version control, ensuring that any doculink consistently points to the most current and authoritative version of a document, thereby eliminating common version control issues in collaborative workflows.
For real-time retrieval, this module tags files with project-specific metadata, which, when combined with the hierarchical structure maintained by the folder manager module (320), allows for efficient identification and retrieval of documents when a doculink is activated. This metadata is crucial for resolving "#" mentions or direct links in doculink to the correct document within the system, aiding in organized storage and efficient retrieval. Furthermore, the file manager module (325) operates in conjunction with the access control module (335) to enforce role-based access control (RBAC), validating user permissions before granting access to any Doculink-referenced document.
All these operations leverage the databank module (350) as the centralized, encrypted, and access-controlled repository for all project records and communications, serving as a single source of truth for Doculink content.
The communication module (330) supports contextual messaging through integrated chat interfaces, including one-to-one and group communications. Additional capabilities include password-protected group chats, voice and video messaging, and live video feed integration from project sites. The messaging interface supports document references using “#” mentions and direct linking of documents instead of traditional attachments. The communication module (330) also integrates with third-party video conferencing platforms via plugin-based APIs for online meetings.
The access control module (335) utilizes role-based access control (RBAC) to manage user permissions across various folders, modules, and documents. Access rights are assigned by the system-level users and may be dynamically adjusted based on project phase, role, or department. The access control module (335) employs role-based access control (RBAC) to govern user permissions across folders, modules, and documents.
Access rights are dynamically assigned and managed by a limited plurality of designated system-level users (for example: up to five users), who may be project administrators or managers. This distribution of administrative authority reduces dependence on a single point of control for critical access management tasks. Furthermore, after signing in to the system (100), the system-level user is enabled to instantaneously define specific folder access permissions for the new user.
Upon user login, the access control module (335) is configured to render all restricted folders visible but non-functional, while making only the specifically permitted folders fully accessible. The user may then electronically request access to any restricted folder, which routes the request to the administrative panel for approval by any one of the designated system-level users. The system 100 allows the system-level users to either approve or reject the request, requiring a reason for rejection.
The RBAC mechanisms is configured for controlling "code update permissions" within the project document management system (100). These mechanisms ensure that the ability to modify, add, or remove the hierarchical codes (primary stage codes, category codes, sub-category codes, and detailed item codes) and their associated folder structures is strictly controlled.
Specifically, these permissions are exclusively granted to administrators under special authorization. This stringent access control is vital for maintaining the integrity and uniformity of the predefined, hierarchical folder structure. The system 100 actively restricts arbitrary folder creation to prevent inconsistencies and data fragmentation, leveraging intelligent keyword detection to alert users if files are uploaded to incorrect locations. Project administrators or designated managers are responsible for assigning and dynamically adjusting these access rights based on factors such as the project phase, a user's role, or their department.
The recommendation module (340) includes an AI-based model to suggest folder activation, prompt regulatory compliance tasks (such as government approvals), and notify users of milestone-based actions. These recommendations are dynamically generated based on project context and workflow history. The recommendation module (340) of the present invention provides a technical advantage by directly guiding the user to a specific folder based on the received alert. This targeted navigation, triggered by an alert regarding a file/folder upload, enhances user efficiency by eliminating the manual steps required to locate the newly added content. The recommendation module (340) is configured to send a real-time alert of a file upload event within a specific folder to all the concerned users.
The AI-based model integrated within the controller (235) is configured to enhance automation and intelligent guidance throughout the project lifecycle. This AI-based model is trained on a dataset of prior requirement descriptions, enabling it to autonomously generate a coherent and contextually relevant folder structure upon the creation of a new project. Beyond initial setup, the recommendation module (340) applies AI-based logic to provide dynamic recommendations.
This functionality includes suggesting folder activation, prompting regulatory compliance tasks (e.g., government approvals), and notifying users of milestone-based actions, all generated based on the project context and workflow history. These intelligent prompts, regulatory reminders, and project-stage-specific actions are delivered to users via a recommendation panel (420) on the client-side. Furthermore, the system leverages AI to generate monthly activity summary reports that offer insights into usage trends, pending actions, and compliance metrics. Upon project completion, the recommendation module (340) also facilitates the delivery of a detailed project performance analysis with AI-driven recommendations to support continuous improvement in future projects
The group management module (345) allows for the creation and configuration of user groups based on defined hierarchies and project roles. The system (100) has utilized on over 50 years of cumulative industry expertise and formalized into a cloud-deployable structure for streamlined implementation across all projects.
The databank module (350) serves as the centralized repository for all documents, communications, and project records. It is designed to prevent redundancy and maintain a single source of truth. Data within the databank is encrypted, access-controlled, and subject to automated backup routines. The module also supports end-of-project archival through generation of a collabworx project pack, which packages all relevant project data for offline or off-cloud storage.
The data management unit (250) is responsible for overseeing document indexing, archival, and analytics. It enables project-wide and cross-project analytics for the same project proponent, aggregating data into a real-time dashboard. The system (100) generates monthly AI-based activity summary reports, providing insight into usage trends, pending actions, and compliance metrics.
In another embodiments, the system (100) further supports digitally signed approvals for construction-related documentation. Authorized internal and external users, including governmental bodies and regulatory agencies, may review and digitally sign shared documents using legally binding digital signatures. Once approved, the signed documents are made available in real time to all relevant project participants, thereby facilitating transparency, accountability, and auditability of approval workflows.
Referring now to FIG. 4, in conjunction with the previously described server component (105) of the system (100), a block diagram is described showing the configuration of a client-side component (400) deployed on user devices (110, 115). The client component (400) operates in coordination with the server-side components described with reference to FIG. 3, including the controller (235), user interface unit (240), project management unit (245), and data management unit (250). Together, the client and server components form a distributed, cloud-connected system architecture optimized for collaborative project management and document control.
The client component (400) is structured into three primary functional layers such as a frontend layer (402), a business logic layer (404), and a backend layer (406). These layers facilitate user interaction, local processing, and seamless communication with the server component (105) over a secure network connection.
The frontend layer (402) presents the graphical user interface through which end users access system features. This includes a native user interface (405) for rendering user profiles, project dashboards, and content views; an alert panel (410) configured to present time-sensitive messages such as overdue tasks, system warnings, or compliance alerts; a notification panel (415) which displays event-driven updates such as new uploads, meeting invites, or comment threads; and a recommendation panel (420) which interfaces with the AI-based recommendation module (340) on the server side to deliver intelligent prompts, regulatory reminders, and project-stage-specific actions.
The business logic layer (404) includes a collabworx engine (425), which handles client-side execution of commands, caching, offline access, session management, and real-time synchronization with server-side operations. For example, a user, interacting through the native user interface (405) on a client device (110, 115), types a message in an integrated chat. Instead of attaching a file, the user inputs a "#" followed by a document identifier (e.g., #ProjectPlan_v2) or selects a document for direct linking. The client component (400) captures this input. The collabworx engine (425) on the client processes this action, and the request is transmitted over the communication network (120) to the server (105). This engine ensures that all user actions are processed efficiently and that all UI elements remain updated in response to backend events or user interactions.
The backend layer (406) comprises device-specific hardware and software resources necessary to support the application runtime. These include a memory (430), a processor (435), and a local database (440) used for storing temporary files, session data, or offline records. A set of input devices (445) such as keyboards, microphones, or cameras, and a set of output devices (450) such as displays and speakers, enable multimodal interaction. Voice and video messages, as supported by the communication module (330) on the server (105), are captured and rendered through these client-side hardware interfaces.
The client component (400) communicates bi-directionally with the server component (105) to retrieve documents from the databank module (350), participate in context-aware messaging using document # mentions and direct links, and execute role-based actions permitted by the access control module (335). Client users can also view structured folder systems generated by the folder manager (320) and interact with templates or predefined workflows initialized by the project manager (315).
Furthermore, user-facing features such as the project activity tracker tab, the project directory tab, and automated monthly reports generated by the system's AI engine are rendered on the client interface using the frontend layer (402), in alignment with data computed and served by the backend modules. Notifications regarding new document uploads, project approvals, or collaboration invitations are pushed from the server to the client and displayed contextually within the notification panel (415).
Referring to FIG. 5, a flowchart including various steps involved in the operation of the of the system 100 of the present invention is described. In an initial step (510), the user is authenticated, wherein the user interface unit (240) of the server (105) receives login credentials from the user devices (110, 115) and validates these credentials against stored user profiles in the database (115). This step ensures that only authorized users gain access to the system.
Upon successful authentication, in step (515), the user interface unit (240) facilitates the reception of project creation details from the authenticated user. These details are then forwarded to the project management unit (245), which processes and stores the information necessary for defining and initiating the new project.
Proceeding to next step (520), the project management unit (245) interfaces with an integrated payment gateway or internal billing system to initiate payment processing based on the selected subscription plan. The unit (245) also verifies payment completion before further processing.
In next step (525), after confirming payment, the project management unit (245) executes project initialization by creating the project within the system’s architecture. This includes generating the project’s dedicated folder structure, as supported by the data management unit (250), which organizes project files and data according to the pre-defined structure described in FIG. 3. Upon creation, project access permissions are assigned to the authenticated user, enabling interaction with the project environment.
In next step (530), the system assesses the user’s role through the project management unit (245) to determine administrative privileges. If the user is an administrator, the system proceeds to step (535), where the project management unit (245) enables administrative features including access to the file manager, activation of communication functionalities handled by the communication module (330) of FIG. 3, user invitation to the project, application of the expert folder structure, file upload capability managed by the data management unit (250), personal chat functionalities, and various UI operations for efficient project management.
Further, the system (100) evaluates if the user is a group administrator. If so, additional group management capabilities are enabled via the group management module (345), such as creating groups and adding members. The process may then enter a sign-out phase for the session in step (540). In step (545), if the user is not an administrator or after administrative features have been enabled, the system provides core project functionalities accessible to all members. These functions, managed by the user interface unit (240) and data management unit (250), include file viewing, sharing, uploading, global file search, file sorting, and full screen mode for file display. Finally, in step (550), the process concludes with user sign-out.
Now referring to FIGS. 1-5, the operation of the system 100 is discussed. The client component (400) is operatively connected to the system (100) and is responsible for facilitating user access and interface operations. The primary users access the system through a secure administrative panel to initiate and manage multiple system-level operations. These operations include onboarding of new clients (i.e., project proponents or promoters), initializing and configuring new projects, defining project-specific attributes, managing user roles, setting up payment mechanisms, and generating reports. The administrative functionality referenced herein is supported by the project management unit (245) and user interface unit (240) of the server architecture.
To initiate a new project, primary users input necessary project details including, but not limited to, project name, description, site location, registered address, logos, contact information, and any supplementary notes. Once the foundational project data is entered, the primary user onboards relevant team members and stakeholders by assigning access roles and generating user invitations. The user access framework is controlled by the access control module (335), ensuring that users are only granted permissions appropriate to their role in the project.
Following this, the system is configured for payment processing, which may include options for a recurring subscription model. These payment workflows are integrated into the system’s backend via the project management unit (245), which communicates with external payment gateways and manages subscription states. Upon successful setup and payment confirmation, the system assigns a client administrator account, which enables the client organization to begin independently managing internal stakeholders and contributors associated with the project.
Once authenticated, secondary users are able to view all ongoing and assigned projects via their respective user interfaces. The client component (400) operates in a hybrid mode across web, Android, and iOS platforms, allowing both online and offline operation. Sync functionality ensures that data entered in offline environments (e.g., remote or underground construction sites) is automatically synchronized with the server when connectivity is restored. These operations are executed through the coordination of the collabworx engine (425) and data management unit (250) as shown in FIG. 4.
The present invention provides a structured and adaptive platform that utilizes a predefined folder system, refined through over two decades of experience across more than 2,000 construction projects. The present invention serves not only as a data repository but also as a procedural guide that unfolds step-wise during project execution. Each folder corresponds to a defined phase of the project and is made available to users based on contextual requirements and project progression. The structure ensures uniformity, eliminates ambiguity, and facilitates seamless collaboration among stakeholders without reliance on manual configuration or arbitrary folder creation.
Furthermore, the system of the present invention disallows random folder creation, preserving the integrity of the standardized structure while offering flexibility in predefined modules such as media storage for photos and videos. In another embodiment, the system of the present invention the system allows only system-level users, like project administrators, to create sub-folders at the final hierarchical level. These features, combined with intelligent user guidance and integrated communication tools, enhance project transparency, quality, and efficiency, thereby solving key operational challenges faced in traditional project management systems.
All standard functionalities, including communication, file sharing, folder navigation, and real-time task updates, are accessible both via web browsers and mobile applications installed on the user devices. Communication between users is handled through the communication module (330), while file and folder operations are managed using the folder manager (320) and file manager (325.
At the conclusion of a project lifecycle, the system (100) compiles and generates a comprehensive project archive, which includes all files, messages, approvals, and related metadata stored in the data repository (215) of the server (105). This archive is made available to the primary users for offline access, legal compliance, or knowledge transfer purposes. Additionally, the system delivers a detailed project performance analysis with AI-driven recommendations to support continuous improvement and best-practice adoption in future projects. These final operations are initiated and managed via the recommendation module (340) and databank module (350).
The system of the present invention advantageously incorporates multi-level, real-time security protocols, including role-based access control and project-specific encryption, ensuring data integrity and confidentiality. It provides dedicated storage for each project, enabling organized, centralized access to documents and resources, thereby improving data management and reducing confusion.
The system of the present invention supports real-time task tracking, linking communications to project milestones to enhance visibility and streamline monitoring. It enables simultaneous collaboration across platforms and devices, allowing users to work together in real time, regardless of location. Automated real-time synchronization ensures all users access the most current information, eliminating version control issues.
Each project operates within an isolated environment, preventing cross-data contamination across multiple projects. Upon project completion, the system generates a comprehensive archive with detailed analytics and actionable recommendations, supporting continuous improvement in future projects.
The foregoing description of specific embodiments of the present invention has been presented for purposes of illustration and description. They are not intended to be exhaustive or to limit the present invention to the precise forms disclosed, and obviously many modifications and variations are possible in light of the above teaching.
The embodiments were chosen and described in order to best explain the principles of the present invention and its practical application, to thereby enable others, skilled in the art to best utilize the present invention and various embodiments with various modifications as are suited to the particular use contemplated.
It is understood that various omission and substitutions of equivalents are contemplated as circumstance may suggest or render expedient, but such are intended to cover the application or implementation without departing from the scope of the present invention,
,CLAIMS:We claim:
1. A project document management system enabled with real time collaboration and unified tracking (100), comprising:
a project management unit (245) configured to automatically generate a predefined hierarchical folder structure for each project instance, wherein arbitrary folder creation being restricted to ensure uniformity, traceability, and reduced data fragmentation;
the project management unit (245) further configured for real-time task tracking by directly linking communication updates to corresponding project milestones;
a server (105) including a processing unit (205) with a controller (235), the server (105) connected via one or more communication networks (120) to a plurality of primary user devices (110) and secondary user devices (115);
a data management unit (250) configured to support dynamic file sharing and uploading, enabling documents to be associated with relevant project phases;
a user interface unit (240) configured to manage real-time communication with the user devices (110, 115), the user interface unit (240) being accessible via web-based platforms and native mobile applications; and
the primary and secondary user devices (110, 115) each including a client component (400) having a graphical user interface to facilitate simultaneous collaboration across multiple platforms.
2. The project document management system enabled with real time collaboration and unified tracking (100) of claim 1, wherein the project management unit (245) including a project manager module (315) configured to generate and maintain an access-controlled, hierarchical, multi-layered folder structure utilizing primary stage codes (PSC), category codes (CC), sub-category codes (SCC), and detailed item codes (DIC) for systematic project data organization and traceability across all project phases.
3. The project document management system enabled with real time collaboration and unified tracking (100) of claim 1, wherein the project management unit (245) including a file manager module (325) including Doculink feature, configured to embed document references into messages through “#” mentions and direct linking within integrated chat interfaces, while maintaining version control.
4. The project document management system enabled with real time collaboration and unified tracking (100) of claim 3, wherein the file manager module (325) being configured to tag documents with project-specific metadata and cooperate with the access control module (335) to validate user permissions before allowing access to any Doculink-referenced document.
5. The project document management system enabled with real time collaboration and unified tracking (100) of claim 1, wherein the project management unit (245) including a communication module (330) configured to enable contextual messaging through integrated chat interfaces, including one-to-one and group communications.
6. The project document management system enabled with real time collaboration and unified tracking (100) of claim 1, wherein the folder structure generated by the project management unit (245) employs intelligent keyword detection to alert users when files are uploaded to incorrect locations.
7. The project document management system enabled with real time collaboration and unified tracking (100) of claim 1, wherein the user interface unit (240) includes an integrated document viewer configured for real-time file preview and interaction without requiring local download.
8. The project document management system enabled with real time collaboration and unified tracking (100) of claim 1, wherein the server (105) implements multi-level, real-time security protocols including role-based access control (RBAC) for managing user permissions across folders, modules, and documents, and encryption techniques for safeguarding data without affecting system usability.
9. The project document management system enabled with real time collaboration and unified tracking (100) of claim 1, wherein the project management unit (245) including a recommendation module (340) configured to apply AI-based logic to suggest folder activation, prompt regulatory compliance tasks, and notify users of milestone-based actions, wherein such recommendations are dynamically generated based on project context and workflow history.
10. The project document management system enabled with real time collaboration and unified tracking (100) of claim 1, wherein the project management unit (245) including a databank module (350) configured as a centralized repository for all documents, communications, and project records, and to support end-of-project archival through generation of a project pack for offline or off-cloud storage.
11. The project document management system enabled with real time collaboration and unified tracking (100) of claim 1, wherein the project management unit (245) being further configured to support digitally signed approvals, enabling authorized internal or external users to review and sign documents with legally binding digital signatures, the signed documents being stored and made available in real time to relevant project participants.
12. The project document management system enabled with real time collaboration and unified tracking (100) of claim 1, wherein the client component (400) performing offline data entry on the user devices (110, 115) and automatically synchronizes with the server (105) when network connectivity is restored.
13. A method for managing projects with real-time collaboration and unified tracking, the method performed by the project document management system enabled with real time collaboration and unified tracking (100) of claim 1, the method comprising the steps of:
i. authenticating user credentials received from a user device;
ii. receiving project creation details from an authenticated user;
iii. processing payment based on a selected subscription plan;
iv. initiating a project instance within the system, including automatically generating a pre-defined, hierarchical folder structure for the project, wherein said folder structure is based on standardized naming conventions and access protocols derived from extensive industry experience across multiple large-scale projects, and wherein said folder structure disallows arbitrary folder creation to ensure uniformity and reduce fragmentation;
v. assigning project access permissions to the authenticated user based on their role;
vi. providing dedicated, isolated storage and a database instance for said project, ensuring 100% security against cross-project data access or leakage;
vii. facilitating real-time collaboration among multiple users on documents, designs, or plans from any device by synchronizing changes in real-time and linking updates from communication channels directly to project milestones; and
viii. enabling contextual messaging, including supporting document references using "#" mentions and direct linking of documents instead of traditional attachments.
Dated this 30th day of September 2024
For, AHOU Ventures LLP,

Mahurkar Anand Gopalkrishna
IN/PA-1862
(Agent for Applicant)