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Do you know what I mean when I say the query fields in the data source? If you look at the data source for your secondary data in the fields task pane, there should be data & query fields - Can you find those? Can you tell me if your unique id field (staff number) is there in the query fields?
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:-) Can I see your form? You can attach it under the Options tab to a reply. I think you are not setting the query fields prior to running the query - you should be able to get just one row back from your list if your ID is unique.
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I typed up steps to outline what I have been trying to explain in your sample form. I really don't know of another way to explain this - I'm sorry that I've not been clear enough for you to understand.
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So, what I don't understand is why you are pulling all 5,000 users details into the form? Are you setting the staff number query field in your SharePoint List data connection prior to executing the query?
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now() returns the datetime in ISO format: 2019-03-05T09:49:00 for example. You can put a calculated value on your form and set it to now() to see this. Looks like the substring you mention would return the month.
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And you still have too much data? How many matches do you have on your unique id? You are using a query field in your list data connection?
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If you are searching on a unique field - is it an equivalence filter? Can you change the data connection to not run on load, then add form load rules, set the query field to the correct unique value and execute the query (or do that at the time the unique value is known, if not on form load?)
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Looks like you have it set up right - the submit connection uses your new fields. You have the fields on the form, so if you want the user to enter the cc / bcc, they can. Under submit options, you can also change the submit to use rules - then you can add rules to set the subject, set other fields, and finally email.
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Add fields in your form for the Bcc / Cc / Subject. Change the email data connection to use the form fields for those fields in the data connection. Use rules to set the fields prior to submit.
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Oh, I see - I didn't realize you were letting them use the Save button from the user. Generally, I disable Save and then use Submit rules (if I'm going to let them use the Submit button in the ribbon) or I disable the ribbon all together and make them just use buttons in the form. You may be able to get back the name they used when they ...