You need to be careful here.  A form opens on the person's browser and is not kept on the machine.  So if your checking in something that someone has checked out and could be opened on their computer with new data which would cause you to potentially lose data.  This is why I would caution against doing a forced check-in of a document.  Part of the issue is if the workflow has the correct permissions to run as a site collection administrator or owner in order to force check in a document.  I have seen where a workflow can check out and check in but never check in a document that is checked out by someone else.

Ryan,

Thanks for the response. I see what you're saying, but it seemed less risky to me to go with the check out. My problem is that some of my users have lost data because two of them have the same form open at the same time. But if it checks out automatically the first time it is saved, then checks in automatically when they save and close, that should solve the problem (and introduce a few others, as you note, but hopefully less severe ones).

However, I can't make a Nintex workflow run on a checked out form to even test with my users. I even tried putting in a pause, starting the workflow, and then checking out the form so that the workflow would complete after it was checked out, thinking I could cheat that way. But the workflow just stalls.

-Josh

The best advice I can suggest is to ensure that versioning is turned on.  You will not be able to stop someone from opening the form on the same list item.  On text fields, you may want to turn on logging so that nothing is ever deleted only added to the text field.  You could possibly run a workflow upon opening of the form and lock the list item to the editor that has the item opened.  That would prevent overwriting.

Ryan,

I do have versioning turned on, so I've always been able to determine what information was "missing" from the most current version. I'll check the logging, though some of the fields are not text fields.

I'm very intrigued by what you mean by "lock the list item to the editor that has the item open." May I ask you to explain a little more or to point me to a reference? That sounds promising.

I really (really!) appreciate your taking the time to respond to my question. I've been poking away at this problem for about two weeks, and I've been getting very frustrated.

Best,

-Josh

Have the form opening kick off either a workflow or action that assigns permission to the person opening the list item.  Then when the form is saved/closed, have it unlock the list item.  It isn't too complicated but it does prevent someone else from editing the list item at the same time.

That's a fantastic solution! And it accomplishes the same objective as manipulating the check in/check out.