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Rules fire when a value changes. However, when you query a data source, on the initial query, rules on those fields DON'T fire. Put the rule on wherever the user enters the building number (you call it the "building number entry process" above). I'm assuming that is when you query the secondary data source?
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The problem with the secondary data is when you query it, each row needs to be evaluated. The rule on the building number field would only work to set every single row to the same value - not what you want. Instead, "repurpose" another field in the secondary data connection. You are probably not using the ID field, right? So put a rule ...
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Sure. In the same rules you are using when the building number is entered, have the last rule check to see if the Date of Previous Inspection field is blank, and if it is, set the field's value. I wouldn't set a date field to text, myself - but if your date isn't actually a date, it should be fine. Or use another field.
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Use your formula to set the variable to the label & the field value. If you need to use two variables for each line so that your label can be bold, do that. I see you creating variables - I don't see you using them in your email. So - if q1 is not blank, set a variable for the label, and set a variable for the value. Use the variables in ...
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I just tried this and am attaching a screenshot I hope will help you. I created variables and for each one, checked to see if a field had a value prior to setting the variable to the value from the library. Then I created my email using the variables. In the sent emails (samples also in screenshot) if the variables were blank, they simply ...
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It would be helpful to better understand what you mean by "lines of data" - are these individual promoted fields in the library? Each field determines a "line" and (for the optional items) whether the line appears?
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You don't want to Insert Function for the value, your text just goes in the value box. If you are in "insert function" you can put the text in quotes - that will make it a valid "formula".
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Rules fire when the field they are on changes. So you want the rule where the user (or form logic) takes an action / changes a value.
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I haven't looked at a standard approval task in quite a while - if you display the data source in advanced view (I'm guessing this is like a list form and displays a simple view of the data source) is there an attachments node? There may not be a way to do this....