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I think instead of using a formatting rule to hide rows, you should only be populating rows where the department matches. So when you get your ID column, include a filter so that you are only getting the count of preceding-siblings that match on department. That way you aren't copying in data you don't need.
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The 2nd and 3rd dropdown will have filters on the data that is displayed for the dropdown values. You can use a count formula with the same filters to get the count of rows that match the same conditions. Take a look at the properties on the two dropdowns, and in the area where you can select the data for the control, you should be able to ...
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There are rules on the fields - did you open the form in design mode? :)
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And this workflow is on the form library? So strange - because obviously the created by wouldn't be changing. When you say the approver submits approval / rejection, is that something they do inside the form?
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Is your existing form bound to a database or web service? Perhaps it was created from an existing schema? InfoPath uses the "my" namespace prefix when you add to the schema in the form designer - so if you were working with a form that you created from scratch, all the fields would use the "my" prefix - thus the prefix ...
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The only tricky thing here is the disable rule on the button - you'll see I used an expression for the second part of the condition. Otherwise - depending on how many fields you have, it is just time consuming adding the validation rules. You can copy / paste them, that makes it a little easier.
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The same basic approach for copying secondary data into the main data source will work. Insert the max number of rows you think you'll need under the default data setting. Add a rule to trigger setting the values - then set them. I usually set an ID field and set the other fields with that as a filter (as in the demo form).
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So - the issue is with your SharePoint workflow? Can you attach a screenshot showing the step that sends to the wrong person (attach files under the Options tab in a reply)?
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Yuck! :) So - to me it seems like you have taken all the right steps thus far. One additional thing I'd check - is everyone using the latest template? You know the two users with issues are - but what about the users who are NOT having issues? Have one of them update their template (in InfoPath Filler > New > right click the form ...
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Hi - do you still need help with this? Let me know if a sample form would help. :)